How can I check how many users are in my Power BI workspace (1000 limit)?

[T-D]

Hi everyone,

we are using Power BI workspaces extensively and assign permissions to a large number of users.
Since Microsoft announced that from August 2025 there will be a limit of maximum 1000 users/groups per workspace, I want to understand how I can monitor the number of members currently assigned to a specific workspace.

In the “Manage access” pane I can see all users and groups, but I cannot find any function that gives me the total count.

My questions:

• Is there a way in the Power BI Service itself to automatically count the number of members in a workspace?

• Are there any best practices for keeping track of the number of users in large workspaces?
  
  

Thanks a lot for your help!

[v-tsaipranay · Accepted solution]

Hi @T-D ,

Thank you for reaching out to the Microsoft fabric community forum. and also thanks to @AntoineW and @grazitti_sapna  for the helpful response.

To answer your question: yes, you do need to be a Fabric/Power BI Admin to access the Admin portal and export workspace details. Being a workspace admin alone is not sufficient, since the Admin portal is tied to organization-wide permissions rather than workspace-level permissions.

At present, there is unfortunately no way for non-admin users to directly retrieve the member count of a workspace through Power BI Service, Excel, or another built-in workaround. The only supported options rely on an Admin (via Admin portal export or Admin APIs). For reference, details on the Admin APIs can be found here: Admin - REST API (Power BI Power BI REST APIs) | Microsoft Learn

As a best practice in large environments, we recommend assigning users through Azure AD security groups instead of adding individual users. This not only simplifies access management but also makes it easier to stay well within the 1000-user limit.

Hope this helps. Please feel free to rech out for any further questions.

Thank you .

[grazitti_sapna]

Hi @T-D ,
You can not directly see the count of members in the wokspace but there are some workarounds for the same.
You can try below step 
Power BI Admin Portal (if you’re an Admin)

• Under Admin portal → Workspaces, you can export details about each workspace.

• It won’t show a count directly, but you can extract members per workspace and calculate totals in Excel or Power BI.

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[T-D]

Hey @grazitti_sapna,

First of all, thanks for your reply!

But I'd still like to qularify a few things.
Do I need to be a workspace admin to access this information, or is there any way for a non-admin to view it, perhaps through Power BI itself, Excel, or another workaround?

Any tips or guidance would be greatly appreciated!

Thank you in advance for your help.

[AntoineW]

Hello @T-D,

You need to have these roles to access the admin portal and control over organization-wide Fabric settings, usage metrics, and admin features, except for licensing

• Fabric administrator

Doc : https://learn.microsoft.com/en-us/fabric/admin/roles 

It's not only admin of workspace but about the plateform Power BI, Under Admin portal → Workspaces, you can export details about each workspace, that @grazitti_sapna is talking about 😊

Hope it can help you ! 

Antoine