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Suggestions around how to use Power BI for publishing reports to a team of 50 employees

Hi There,


We are exploring the use of Power BI reporting and currently have 4 Premium Power BI licences for our company. We would like to publish our reports on our SharePoint site so that everybody can view and interact with the reports (Power BI Free licences) but we do not need more than about 4 Contributors. 


Can i please get some suggestions around how i can achieve this as i do not want my whole team having to purchase a premium licence to just see the reports. I have researched the PPU and it would not be a viable option and when a report is shared as a Premium user, a Pro licence can not view the report? 


I have read a bit about capacities but those prices are out of my price range and i do not think we would ustilise the full capacity of this for our organisation. Is there anybody else that has this same scenario and can advise a cost effective way of providing view access to about 4-5 Power reports for 50 users? 


Happy to Discuss further

Super User
Super User

Hi @Matty2000 ,


The rule of thumb is that to see a report, you have to have a Power BI License.  A paid license.  If you embed it in SharePoint, to see it, you still have to have a license.  


You mentioned that you have 4 Premium licenses - I am assuming you meant PPU licenses because an organization generally only needs 1 Premium license (with varying levels) - and you are right, those can get quite pricey very quickly.


You can have a person with a PPU license that puts a report into a NON-premium workspace adn then the PRO license people can see the report (but any PPU specific functions are not useable).


I think that your best bet is for everybody to get the Pro license and go from there.  You might have a reason for a few PPU folks but if you don't then everybody having a PRO license will allow them to see the reports.

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