On-prem data gateways

[clp1986]

We’re about to kick off a large project in our organisation that will use several Power BI workspaces, each potentially connecting to on-premises data sources. I’m looking for some advice and best practices around gateway management:

• Do we need to set up a separate gateway for each workspace, or can a single gateway be shared across multiple workspaces?
• How are gateways typically maintained in larger environments?
• How easy is it to update or manage gateways (e.g., adding new data sources, updating credentials, monitoring health) when multiple workspaces are involved?
• Are there any tips for automating or streamlining gateway management as the number of workspaces grows?

Thanks.

[rohit1991 · Accepted solution]

Hi @clp1986 

• One gateway can serve multiple workspaces : No need to install one per workspace. Use gateway clusters for redundancy/load balancing.

• Centralize management : A small admin team manages setup, updates (monthly), and monitoring (Gateway health in Power BI Admin portal or Azure Monitor).

• Add/update sources once : Data sources and credentials are stored centrally in the gateway; updates apply across all workspaces.

• Automation : Use PowerShell/REST APIs for bulk tasks (add users, register/update sources, assign permissions).

• Best practices : Use service principals (not personal accounts), apply naming conventions, and plan for clusters from the start.
  
  

Helpful references:

https://learn.microsoft.com/en-us/power-bi/connect-data/service-gateway-deployment-guidance 
https://learn.microsoft.com/en-us/rest/api/power-bi/gateways 

https://learn.microsoft.com/en-us/power-bi/guidance/powerbi-implementation-planning-data-gateways 

https://learn.microsoft.com/en-us/power-bi/connect-data/service-gateway-onprem-indepth 

[v-sgandrathi · Accepted solution]

Hi @clp1986,

Thankyou @collinq and @rohit1991 for your reply on the issue.

If the response provided by the community member addressed your query, could you please confirm? It helps us ensure that the solutions provided are effective and beneficial for everyone.

If you have any further questions, feel free to reach out!

Thank you.

[v-sgandrathi]

Hi @clp1986,

Just looping back to check if everything's good on your end. Let me know if you need any final support happy to assist if anything’s still open.

Thank you.

[v-sgandrathi]

Hi @clp1986,

Just wanted to follow up and confirm that everything has been going well on this. Please let me know if there’s anything from our end.
Please feel free to reach out Microsoft fabric community forum.

[clp1986]

Thanks for the follow-up. I had to check it with our Tech and Testing teams. It seems the solution is valid and can be implemented. Thanks for your help guys. 

[collinq]

Hi @clp1986 ,

The number of gateways that you will need depends on the types of data volume you are using and/or the amount of data and/or the locations of the data and if you need to separate them in any way.  You can easily use one single gateway and with thh Fabric SKU's you can size it appropriately for your needs.

I do recommend that you use a dedicated Server for the gateway though.  You can also cluster the gateway servers if you are going to have larger data movement or you just want to have more than one source of potential failure.

As for updating, the gateway is its own thing.  The Data Sources are assigned to the Gateway(s) by those with the right permissions.  So, I recommend that you have 2 Power BI Administrators (1 as a backup).  That person understands the gatewasy and data sources and who can see what.  Pretty much only the administrator needs to have direct access to the gateway.  Workspaces are again a separate item.  With a different set of permissions and needs.  

I suggest you review the security levels that are between all of these layers so that you can stick with the minimum amount of security required and don't open this up to potential issues of somebody deleting or changing something accidentally.

[rohit1991 · Accepted solution]

Hi @clp1986 

• One gateway can serve multiple workspaces : No need to install one per workspace. Use gateway clusters for redundancy/load balancing.

• Centralize management : A small admin team manages setup, updates (monthly), and monitoring (Gateway health in Power BI Admin portal or Azure Monitor).

• Add/update sources once : Data sources and credentials are stored centrally in the gateway; updates apply across all workspaces.

• Automation : Use PowerShell/REST APIs for bulk tasks (add users, register/update sources, assign permissions).

• Best practices : Use service principals (not personal accounts), apply naming conventions, and plan for clusters from the start.
  
  

Helpful references:

https://learn.microsoft.com/en-us/power-bi/connect-data/service-gateway-deployment-guidance 
https://learn.microsoft.com/en-us/rest/api/power-bi/gateways 

https://learn.microsoft.com/en-us/power-bi/guidance/powerbi-implementation-planning-data-gateways 

https://learn.microsoft.com/en-us/power-bi/connect-data/service-gateway-onprem-indepth