Power BI Embedded Premium Capacity as free user

[niksok11]

Hi,

I have an issue. We implemented Power BI Embedded license in our organization and the premium capacity workspace has been created. I uploaded there a few reports but unfortunatelly, people with free license cannot see them even if they have a viewer access. They see a workspace but if they want to enter in, there is an information that they need a pro license to display. Is it true or I did something wrong? I previously thought that if something is shared in the premium capacity then free users can see it if they have a viewer access.

[v-jialongy-msft · Accepted solution]

Hi @niksok11 

Your understanding was correct: Power BI Embedded and Power BI Premium capacities are designed to allow users with free licenses to view content shared within those capacities. However, there are a few potential reasons why users with free licenses might not be able to view reports in a premium capacity workspace:

1. Workspace Configuration: Ensure that the workspace where you uploaded the reports is indeed in a Premium capacity. Workspaces in Premium capacities are marked with a diamond icon. If the workspace is not in a Premium capacity, free users will need a Pro license to access the content.

   
2. Only P SKUs and F SKUs larger than F32 allow free Power BI users to consume Power BI apps and shared content in Power BI service. Smaller F SKUs require a Pro license to consume Power BI content.
   Types of licenses for Power BI business users - Power BI | Microsoft Learn
   
   

3. Access Permissions: Verify that the users have been granted the appropriate permissions to view the reports. They should have at least viewer access to the workspace or the reports.

   

4. License Assignment: Double-check that the users indeed have a free license and not an expired Pro trial license. Sometimes, if a Pro trial has expired, it might prevent access to premium content.

   • In the Microsoft 365 admin center or Azure portal, you can view and manage Power BI user licenses.
   • In the Azure portal, search and select Microsoft Entra ID, and then under "Manage", select “Licenses”.
   • Choose “All products” from the resource menu, and then select the Power BI license type.
   • To assign licenses, select “+ Assign” from the command bar, choose the user, and then enable the Power BI license for the user account.
     
     

5. Report Settings: Some features within the reports might require Pro licenses regardless of the workspace type. For example, if a report uses certain types of data connectivity or features only available in Pro, this could restrict access.
   
   

6. Organizational Settings: There might be organizational settings in the Power BI Admin Portal that restrict the ability of users with free licenses to access content in Premium workspaces. Check the tenant settings in the Power BI Admin Portal.
   
   

7. Browser/Caching Issues: Sometimes, the issue can be as simple as a browser caching problem. Ask the users to try accessing the report using a different browser or in incognito mode.

Best Regards,

Jayleny

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