Default Workspace licensing to Pro

[JinsengIT]

We have a mix of Power BI Pro and Power BI Premium Per User licensing.  Is there a way to configure our tenant such that all workspaces default to Power BI Pro licensing unless the end user manually selects Premium?  Premium users create workspaces that  default to Premium licensing, so Pro users cannot access the workspaces.  We can tell users to manually select advanced options --> Pro Licensing, but they often don't do that.  They can also change the workspace down to Pro, but then features stop working.  It'll be better if they didn't have those features in their workspaces to begin with.

Premium users do need the premium license in some workspaces, so we cannot revert eveyrone back to Pro licenses.

Thanks for the thoughts.

[JinsengIT]

All,  I wish that microsoft has policies related to this, but since they don't, we'll have to look into other methods like you suggested.  Thank you for your input.

[v-pnaroju-msft]

Hi @JinsengIT,

We have not received a response from you regarding the query and were following up to check if you have found a resolution. If you have identified a solution, we kindly request you to share it with the community, as it may be helpful to others facing a similar issue.

If you find the response helpful, please mark it as the accepted solution and provide kudos, as this will help other members with similar queries.

Best regards,

Pavan

[v-pnaroju-msft]

Hi @JinsengIT,

Thank you for reaching out to us through the Microsoft Fabric Community Forum.

Power BI does not have a built-in option to let tenant administrators automatically set the default workspace license to Pro for users. Workspaces created by Premium users will always default to the Premium license mode, as this is part of the Power BI Premium offering.

To address this issue, we recommend the following solutions:

1. Administrators can set up shared workspace templates with Pro licensing. Users can then use these pre-configured workspaces without needing to manually adjust settings.

2. Use PowerShell scripts or APIs to automate workspace licensing checks. Administrators can periodically review and adjust settings using Power BI REST APIs. At the same time, provide clear instructions to Premium users on how to change licensing settings for their workspaces when needed.

3.  Administrators can restrict who is allowed to create workspaces and enforce specific configurations through the Power BI Admin Portal. Separate policies can be created for Premium users to meet their unique needs.

If you found this information helpful, please mark this as the solution and give kudos to help other members find it easily.

Best regards,
Pavan

[pallavi_r]

Hi @JinsengIT ,

I understand this concern. To simply things, let only Power BI Administrator/Fabric Administrator only create the workspace. Keep the Workspace creation option should be limited to Admin or specific security group. This can be done in the tenant setting.

Since PPU workspace has features not available in Pro workspace, add only the reliable and trained members from PPU license to the specific security group who can create workspace when need be.

As per Microsoft Best practices also it is recommendeds restricting the creation of workspace for all users to improve consistency, use of convention and avoid clutter.

If my post has helped you, please accept this as solution. Appreciate your kudos. 🙂

Thanks,

Pallavi

[Poojara_D12 · Accepted solution]

Hi @JinsengIT 

1. Default Behavior: Power BI sets workspace licensing based on the creator’s license (Premium Per User defaults to Premium).

2. Manual Adjustment: Train Premium users to manually select Pro in Advanced Options when creating a workspace if Premium features aren’t needed.

3. Governance via Admin Portal: Use the Power BI Admin Portal to monitor workspaces and enforce licensing policies.

4. Automation: Consider using APIs or scripts to audit and adjust workspace settings if needed.

This ensures flexibility while reducing Pro user access issues.

Did I answer your question? Mark my post as a solution, this will help others!

If my response(s) assisted you in any way, don't forget to drop me a "Kudos" 🙂

Kind Regards,
Poojara
Data Analyst | MSBI Developer | Power BI Consultant
Consider Subscribing my YouTube for Beginners/Advance Concepts: https://youtube.com/@biconcepts?si=04iw9SYI2HN80HKS