How to Set Up a Cloud VM or Local Server for On-Premises Data Gateway?

[Gokul_Saraboji]

What’s Required to Run Power BI Gateway on a VM for 24/7 Scheduled Refresh?

Hi Community,

I previously posted about an issue with scheduled refresh failing when my laptop (where the On-Premises Data Gateway is installed) is turned off or goes into sleep mode. I got some helpful suggestions, one of which is to run the gateway on a cloud VM or a local server to ensure it remains always on.

I’m now looking for guidance on how to set this up. Specifically, I have a few questions:

1. What type of account do I need to set up the gateway on a cloud VM or local server?

   • Do I need any special subscription for cloud services (like Azure) or would a standard VM on another cloud provider (AWS, Azure) work?

2. Do I need to pay for these cloud services, or are there free tiers available that would be sufficient for Power BI Gateway?

3. How do I set up the On-Premises Data Gateway on a cloud VM or local server?

   • Can anyone share the steps for deploying the gateway on these environments?

4. What are the key things I need to keep in mind during this setup?

   • Any common pitfalls or additional configurations I should be aware of ?

It would be greatly appreciated if someone could explain what’s required to set this up and how to configure it properly for my setup.
Thanks in advance!

[v-bmanikante · Accepted solution]

Hi @Gokul_Saraboji ,

Thank you for reaching out to Microsoft Fabric Community Forum.

Please follow the below mentioned instructions:

1. You need:

• A Microsoft Work or School (Azure AD) account linked to your Power BI Service.
• Gateway admin rights for installing and registering the gateway.
• A Power BI Pro or Premium Per User (PPU) license for publishing reports and setting up scheduled refreshes.

2. Cloud Provider:

You can use Azure, AWS, GCP, or any provider that lets you spin up a Windows VM.

For Azure:

• A Windows VM (Standard sizes like B2s or D2s are good for most needs).
• You can use a Pay-As-You-Go subscription or the free tier (more below).

For AWS/GCP:

• Windows Server or Windows 10 VM is fine.
• Make sure to enable RDP access (port 3389) so you can connect to the VM and install the gateway.

3. Free Tier Options:

• Azure Free Tier: Includes a B1S Windows VM for 12 months. It's okay for testing but might be underpowered for production.
• AWS Free Tier: Generally not sufficient for Power BI Gateway (limited RAM/CPU).

But recommended starting with a low cost VM and enabling auto-shutdown to keep costs manageable.

4. Gateway Installation on VM:

Step 1: Prepare the VM

• Make sure Windows is up to date.
• Enable RDP so you can access the machine.
• Install .NET Framework (usually already included).

Step 2: Install the Gateway

• Download it here: Power BI Gateway Download
• Choose On-Premises Data Gateway (standard mode).
• Run the installer and sign in with your Power BI admin account.
• Register a new gateway and set a recovery key (store this safely!).
• After installation, the gateway should show as online in Power BI Service.

5. After Installing Gateway:

• Go to Power BI Service > Settings > Manage connections and Gateways.
• Add your data sources (use the same names/credentials as before if you're transitioning from another machine).
• Update your datasets to use this new gateway.
• Configure your scheduled refresh as needed.

Make sure that:

Area	Tip
VM always run	Keep it always on or use automation to schedule uptime.
Cost Control	Use Azure budget alerts and auto-shutdown to manage spending.
Data Access	Make sure the VM can reach your data sources or move them to cloud.
Network Settings	Allow outbound access to *.powerbi.com and Azure endpoints.
Security	Store credentials securely and choose the correct auth method.

Please avoid:

• Using Personal mode: always choose Standard mode for shared access and scheduling.
• Letting your VM auto-shutdown without warning, set alerts or automate uptime windows.
• Not saving your gateway recovery key, you’ll need it if you ever move or reinstall.
• Forgetting to update your datasets to use the new gateway.
• Misconfiguring firewall rules or network access, this can make the gateway go "offline".

If this post helps, then please consider Accepting as solution to help the other members find it more quickly, don't forget to give a "Kudos" – I’d truly appreciate it!

Regards,

B Manikanteswara Reddy

[v-bmanikante]

Hi @Gokul_Saraboji ,

We wanted to kindly follow up to check if the solution provided for the issue worked? or Let us know if you need any further assistance?

If our response addressed, please mark it as Accept as solution and click Yes if you found it helpful.

Regards,

B Manikanteswara Reddy

[v-bmanikante]

Hi @Gokul_Saraboji ,

As we haven’t heard back from you, we wanted to kindly follow up to check if the solution provided for the issue worked? or Let us know if you need any further assistance?

If our response addressed, please mark it as Accept as solution and click Yes if you found it helpful.

Please don't forget to give a "Kudos " – I’d truly appreciate it!

Regards,

B Manikanteswara Reddy

[v-bmanikante]

Hi @Gokul_Saraboji ,

May I ask if you have gotten this issue resolved?

If it is solved, please mark the helpful reply or share your solution and accept it as solution, it will be helpful for other members of the community who have similar problems as yours to solve it faster.

Please don't forget to give a "Kudos " – I’d truly appreciate it!

Regards,

B Manikanteswara Reddy