Introduction of access limits in a Fabric workspace

[kernanb]

In August 2025, Microsoft Fabric will introduce workspace access limits to improve service quality, reliability, and to encourage workspace access control hygiene. This limit will be permanent once it is rolled out - each Fabric & Power BI workspace will be limited to a maximum of 1,000 users or groups in workspaces roles (Admin, Member, Contributor, Viewer). A workspace with a group over 1,000 individuals will not be impacted by this change, the number of users within a group is not impacted. Additionally, workspaces that are overlimit at the time of access limit enforcement will remain overlimit, but no additional users or groups can be added until the workspace is under-limit.

When will this happen?

This change will roll out between August 1st and August 31st, 2025. After which the workspace access limit will be permanently enforced.

How this affects your organization?

• Workspaces that are already overlimit will remain overlimit, but no additional users or groups can be added to workspace roles until the workspace is under-limit.
• Workspaces that are under-limit or at-limit, will be capped at 1,000 users or groups.
• Workspaces admins or members attempting to add users or groups after this limit is reached, or exceeded, will be prevented from doing both in the Fabric portal and APIs.
• For overlimit workspaces, workspace admins will need to consolidate and clean up access to get under-limit.
• For near-limit workspaces (≥ 800 users or groups) warnings will be present in the workspace add access flow in the Fabric portal, alerting workspace admins and members that they are approach the limit of 1,000.

What can you do to prepare?

Admins should follow these steps to identify any workspaces are near, at, or over the limit, and reach out to workspace admins to consolidate access:

• Retrieve all workspaces in your organization using this API: Admin - List all workspaces
• For each workspace, retrieve access details (access records count & workspace admins) using this API: Admin - List workspace access details.
• Identify workspaces that are near, at, or over the limit based on access records counts.
• Reach out to workspace admins advising them about this upcoming change and to consolidate access by (a) grouping users by role (Admin, Member, Contributor, Viewer) and (b) assigning access via groups instead of individual users.

Summary

Workspace access limits will be introduced in August 2025. This limit will be permanent once rolled out, and all Fabric & Power BI workspaces be limited to 1,000 users or groups in workspace roles. Workspaces over the limit of 1,000 will remain overlimit, and no new users/groups can be added until the workspace is under-limit.