How do you add users for viewing powerbi.com content?

[StevenT]

Hi, I have powerbi premium.  I'd like to add users as viewers for testing.  Not sure how to do it.

I tried copilot for the answer to this since i thought it was a straightforward request but didn't get a usable response.

Thanks, Steve

[Poojara_D12]

Hi @StevenT 

If you have Power BI Premium, adding users as viewers for testing is straightforward but depends on the workspace access settings. In Power BI Service, go to the workspace where your reports are published, click Manage access, and then select Add people or groups. You can then enter the email addresses of the users you want to add and assign them the Viewer role. This role gives read-only access to reports, dashboards, and apps in that workspace — they can view content but not edit or share it. Since your workspace is backed by Premium capacity, these users do not need Power BI Pro licenses; anyone with a free Power BI account in your organization can view the reports. If the users are external (from another domain), you’ll need to invite them as B2B guest users in Azure Active Directory first, and ensure that external sharing is enabled in the Power BI admin portal. Once added, ask them to sign in at https://app.powerbi.com

, switch to your organization’s workspace if prompted, and they’ll be able to access the reports for testing.

[StevenT]

Here's what i get when i try to add a user in the workspace

[tayloramy]

Hi @StevenT, 

Even if you're on an F64 or higher capacity and free users can be added, you can only add users that exist in your Entra ID tenant. 

For external users, you will need to add them as external guests in Entra or create guest accounts for them in Entra.

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[tayloramy]

Hi @StevenT, 

To add free users as viewers, the workspace needs to be in an F64 or higher capacity. See Understand Microsoft Fabric Licenses - Microsoft Fabric | Microsoft Learn for more info. 

If not on an F64 capacity, then all users need a Pro license to be able to view content. 

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[ibarrau]

Hi. Make sure to read what premium do you have. If you have Premium Per User (PPU) on your specific user, then it's not a capacity to share with free users. The way to share with free users is creating a workspace for the reports. Go to workspace settings and change the license settings to use the premium capacity. Then add members as "Viewers" for the free users.

That should make them see the reports inside the workspace.

I hope that helps,

[StevenT]

Hi, this is what my license info looks like.
I have a powerbi premium but not paying for Fabric at this time.

[tayloramy · Accepted solution]

Hi @StevenT, 

You're on a trial licence. 

Trials are usually deployed as F4 capacities, but sometimes they are also F64. If your trial capacity is an F64 trial, you can add free users as viewers. 

Likely, your trial is an F4, meaning that for people to be able to view the content, they need to have a pro license assigned to their account. 

If you found this helpful, consider giving some Kudos. If I answered your question or solved your problem, mark this post as the solution.

[MasonMA]

Hi, if you could have been more specific about your testing scenario. e.g. if you want them to see multiple reports and dashboards easily but don’t need fine grained control per report, and it’s a dev/test scenario where simplicity matters more than strict governance. In this case i'd add users as Viewers in a Workspace. They can view all reports and dashboards in that workspace and interact with visuals and filters but there is No 'edit, publish, or delete'  anything.

[StevenT]

Thanks, you detailed exactly what i want to do with my user
I'm working with a powerbi prem license and not paying for fabric at this time, just using the trial version. But would I have to pay for fabric to be able to do this?