Report subscription and licensing issue

[bernyd123]

"Hi,

I'm trying to setup report subscriptions in Power BI service using a PPU licence for a customer.  When it comes to adding in additional recipients I'm getting the following message:

"Free users or groups can only subscribe to report backed by Premium capacity"

I've done some research on this and haven't found any documentation that helps me resolve this.  Going to the admin portal > capacities on the service doesn't give me any options.

Can you assist with any additional documentation or information?  I'm not sure if we need to also be subscribing to Premium Capacity and if we do how we assign this to the workspace that I've created?

Any help would be much appreciated.

[rajendraongole1 · Accepted solution]

Hi @bernyd123 -To resolve this , either assign PPU licenses to all users needing report subscriptions, or Move to Premium Capacity to allow free users to receive subscriptions or Moving to Premium Capacity is the most suitable option if you have a large number of free users needing access to these features

as mentioned you are using Premium Per User (PPU) licensing, which allows only paid users (with PPU licenses) to access certain features like subscriptions. Free users cannot subscribe to reports unless the workspace is assigned to a Premium Capacity. Premium Capacity is a separate model that allows free users (without a PPU license) to access Premium features if the report is hosted in a workspace that has Premium Capacity assigned to it.

Since you are using PPU licensing and trying to subscribe free users, the message is notifying you that free users cannot receive report subscriptions in a PPU workspace. If you want free users to receive subscriptions, the workspace needs to be in Premium Capacity, not just backed by PPU licenses.

Reference Documents:

What is Power BI Premium? - Power BI | Microsoft Learn

Power BI Premium Per User - Power BI | Microsoft Learn

How to share Power BI Reports with Coworkers without a Pro License? (anyonconsulting.com)

Hope the above information helps in your scenerio.

[bernyd123]

Thank you so much for the speedy and detailed reply, I have passed the reply on to the appropriate person, and will let you know if I have any feedback, and if it worked, but I read it and it seems like this is the solution we are looking for... thanks in advance.