Power BI On‑Premises Data Gateway on a Windows Server without being prompted for an admin password?

[Ad_Khattak]

Whenever I try to launch or run the Power BI On‑Premises Data Gateway on our Windows Server, it always prompts for an administrator password. Our BI team frequently needs the gateway running, but they are standard users and do not have admin rights.

Here’s what I have already tried:

• I attempted to give the standard user account administrative access only to this specific application — didn’t work.
• I attempted to use a Scheduled Task configured to run with admin rights (including SYSTEM and service account) — still didn’t work for standard users.
• The BI team keeps requesting that IT administrators log in just to start the gateway, which is not sustainable.

[Ad_Khattak]

Hi

Thanks for the response.

Yes, you understood correctly. I was referring to the standard gateway. You’ve captured exactly what I’m trying to accomplish.

For some reason, our BI team has to manually run GatewayConfigurator.exe for the gateway to function properly. I’m not sure why the gateway service stops or why the configurator needs to be launched again, but when they do run it, it prompts for an admin password. That’s why I’m exploring admin‑level options for them.

Regarding the part you mentioned:

“That way the gateway service should always run automatically without the need of login unless you want to change a specific configuration.
So the idea is to install the service, use the AD login of the standard gateway admin to log in only once. Then that account can add admins at Power BI Service for data source configurations. You shouldn't be asked to login again if you do it that way.”

I didn’t fully understand this section.

What I’m trying to achieve is simple: either the app should stop asking for an admin password, or it should be allowed to run with admin‑level privileges even when the user is a standard user.

[ibarrau]

The thing is, you don't need to open the app. You really don't. Once you do it, the web portal logged with that account has the configuration for the gateway sources and refreshes. Then, inside the server, it's a service. If it stops working, then open the windows service tool and restart or start it. There is no need to open the exe of the gateway. The configuration for that app just shows the admin and let you export logs for issues or port connections, but there is no other need to open it. No need for refresh, add sources, make it work to flow data.

I hope that make sense

[Ad_Khattak]

Thanks for the clarification. I understand your point, but the challenge here is that a standard user cannot start or restart Windows services, as shown in your screenshot — they don’t have the required local admin rights.

That’s why they typically rely on the gateway application (the .exe) when troubleshooting. If they need to access logs, check port connectivity, or gather diagnostic information, they would still have to open the exe interface, because those functions aren’t available to them through the Windows Services console.

So while the service itself doesn’t need to be opened to run or refresh data sources, the exe becomes necessary when:

• They need to export logs
• They need to validate port connections
• They need to verify gateway configuration (when asked by support)
• They don’t have rights to start/stop the service directly

[v-sshirivolu · Accepted solution]

Hi @Ad_Khattak ,
The Power BI On Premises Data Gateway operates as a Windows service rather than a standard desktop application. The configuration tool (GatewayConfigurator.exe) intentionally requires local administrator rights, as it manages service settings, credentials, and encryption keys. Once the gateway is initially set up and registered, it does not need to be reopened for routine operation. To ensure continuous operation, the gateway service should be set to start automatically and run under a dedicated domain service account, eliminating the need for an administrator to log in each time.

If the BI team needs to restart the gateway, the recommended and secure method is to delegate Start, Stop, and Read permissions specifically for the On-premises data gateway service using Group Policy. This approach enables standard users to control the service without granting full local administrator access. For troubleshooting, you can also assign the BI security group read access to the gateway log folders, allowing them to collect logs without using the configuration tool. Changes to credentials, recovery keys, or gateway registration will still require administrator privileges, in line with Microsoft’s security guidelines.

For reference, please refer these Microsoft documentations :
https://learn.microsoft.com/power-bi/connect-data/service-gateway-onprem
https://learn.microsoft.com/power-bi/connect-data/service-gateway-install
https://learn.microsoft.com/windows-server/administration/windows-commands/sc-sdset

[v-sshirivolu]

HI @Ad_Khattak ,

I hope the above details help you fix the issue. If you still have any questions or need more help, feel free to reach out. We’re always here to support you

[v-sshirivolu]

HI @Ad_Khattak ,

I wanted to check if you had the opportunity to review the information provided. Please feel free to contact us if you have any further questions. 

[ibarrau]

Hi. This is kind of confusing. Just to be clear. There are two type of gateway, the standard/enterprise and the Personal one. I guess you’re talking about the On-premises data gateway (standard mode). The key thing to understand is:

The gateway is a Windows Service, not a normal desktop application. So if users are being prompted for admin credentials, it usually means they’re trying to launch the configuration of gateway app, not just run the service.

If I remember correctly, the gateway configuration UI requires: local administrator permissions, rights to modify windows services, ability to update credentials and encryption keys. Standard users cannot do this and Microsoft intentionally enforces it.

Maybe your Gateway Service isn’t set to start automatically. I would recommend to change that. That way the gateway service should always run automatically without the need of login unless you want to change an specific configuration.

So the idea is to install the service, use AD login of the standard gateway admin to login only once. Then that account can add admins at Power Bi Service for data sources configurations. You shouldn't be asked to login again if you do it that way.

I hope that make sense