Types of Power BI Licenses & Their User Personas

Types of Power BI Licenses For Decision-Making

There are basically four types of Power BI licenses available, each offering premium and unique features for various user needs.

Let's dive into the specifics and discover which Power BI license best suits your requirements and enhances your data-driven decisions.

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Power BI Pro License

A suitable license helps you avoid issues such as non-compliance, unexpected costs, or restrictions on usage. It is accessible to the right number of users and supports the organization’s goals without exceeding budget constraints. And this is What the Power BI Pro license has to offer.

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Key Features of Power BI Pro License

• Sharing and collaboration capabilities

  - Can share the dashboards and reports with team or clients easily.Collaborate in real time to make data driven decisions together.

• Publishing reports to service

  - It can Publish Power BI reports to the online service by making them accessible anywhere for all authorized users.

• Advanced data modeling

  - Complex models to connect, clean, and transform your data into actionable insights.

• Regular content updates

  - Frequent updates with new features and improvements to keep analytics tools on top.

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Power BI Pro License Pricing

The Power BI Pro License is priced at $10 per user per month and access to advanced analytics and sharing features.

For enterprises, this scalable pricing allows teams of any size to collaborate seamlessly on data insights while staying within budget.

Power BI Pro License - User Persona

i. Business analysts

- Power BI Pro license can be used to analyze complex data, create insightful reports, and drive strategic decisions with ease.

ii. Department-level managers

- It can monitor department performance, track KPIs, and share dashboards to keep teams aligned and informed.

iii. Mid-level data professionals

- It can manage and manipulate large datasets for actionable insights. Needs Advanced modeling capabilities and collaboration tools.

iv. Team collaboration seekers

- It facilitate seamless teamwork through shared insights.Needs tools for sharing dashboards and collaborating on reports in real time.

Read More: 10 Executive Dashboard Examples for Consultants and CEOs

3. Power BI Premium Per User (PPU) License

This license is designed for you, if you desire advanced Power BI features on a per-user basis. What’s amazing about this Power BI PPU is it includes everything from Power BI Pro, along with additional Premium features like AI capabilities, advanced dataflows, and improved data refresh rates.

In short, it is the best option for those who need strong data analytics tools but don’t require a complete Premium capacity.

Key Features of Power BI Premium Per User

• Enhanced computational power

  - Offers greater processing capacity for complex calculations and large data models, enabling faster performance and efficiency.

• Advanced AI capabilities

  - It Includes AI- powered features like natural language processing, text analytics, and automated machine learning, allowing users to uncover deeper insights.

• Larger dataset support

  - Allows working with larger datasets (up to 100 GB per dataset), surpassing the limitations of standard Power BI Pro licenses.

• Premium workspace access

  - Grants access to premium workspaces for advanced collaboration, sharing, and dedicated capacity in the Power BI service.

Attain seamless integration with our expert Power Platform consulting services

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Pricing for Power BI Premium Per User

The Power BI Premium Per User license is priced at $20 per user/month. This is in addition to the Power BI Pro license, which costs $10 per user/month, making the total cost $30 per user/month for users who require both Pro and Premium features. users who require both Pro and Premium features.

i. Advanced data analysts

Ones that handle large datasets and require enhanced computational power for detailed analysis. Uses advanced data modeling and custom visuals to create impactful reports.

ii. Data scientists

Individuals use AI capabilities like machine learning, natural language processing, and text analytics to extract deeper insights from data.

iii. Enterprise-level professionals

Decision makers in large organizations managing vast data landscapes who require high-capacity tools.

It Focuses on collaboration across premium workspaces and ensuring data accessibility at scale.

iv. Complex reporting needs

Users are responsible for generating intricate, enterprise-level reports that involve large datasets and multiple data sources.

It requires the ability to work with datasets exceeding the limitations of Power BI Pro.

Read More: HR Analytics Dashboard – Key Metrics & Examples

4. Power BI Premium Per Capacity License

In case, you are looking for extensive data analytics capabilities across a huge set of users, then PBI Premium per capacity plan is well suited.

With this PBI premium license, you can create Business Intelligence services with dedicated capacity, enabling enhanced performance, larger data models, and more frequent data refreshes.

To get more clarity, check expert suggestions on Power BI Premium User vs Capacity

Key Features of PBI Premium Per Capacity

Enables enhanced scalability to handle high-demand workloads.

• Dedicated cloud computing and storage

  Provides dedicated resources for optimized performance, including better query execution and faster report loading.

• Unlimited sharing

  Allows unlimited sharing of Power BI content with users both inside and outside the organization without requiring individual licenses.

• Advanced security controls

  Offers robust data features, including row level security, sensitivity labeling, and integration with Azure Active Directory for identity management.

• Large-scale deployment capabilities

  Supports large organizations by enabling easy way of deploying the dashboards and reports across teams and departments, with the ability to manage content centrally.

Get low code apps quickly with a top-class Power Apps Consulting Company

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PBI Premium Per Capacity Pricing

The Power BI Premium Per Capacity license is priced at $4,995 per capacity/month. This pricing is for organizations that require dedicated resources for large-scale deployments and collaboration.

No User Limits: A single capacity can serve unlimited users for content sharing and collaboration without requiring individual Pro licenses

User Persona for PBI Premium Per Capacity

i. Large enterprise IT departments

IT person managing data infrastructure and reporting solutions at scale for large organizations.

Require dedicated resources, enhanced security, and high scalability to support large teams and data projects.

ii. Organizations with extensive reporting needs

Enterprises generate large volumes of data across multiple business units.

iii. Multi-department reporting requirements

Organizations that need to distribute reports across multiple departments and business units.

Read More: 4 Types of Power BI Dashboards: Analytical, Strategic, Operational, and Tactical

Types of Power BI Licenses & Their User Personas Choosing the right Power BI license, especially when each one has remarkable and unique features, can be daunting and confusing. But, if you understand your requirements and see which license features best suit your needs, it becomes much simpler to make the right choice. Power BI license, be it Power BI Free, Pro, Premium, or Embedded has special features that make your data analysis better. In this blog, we will explore the different types of Power BI licenses and help you determine which one best fits your needs. We’ll also examine their premium features and user personas of Power BI licenses. Types of Power BI Licenses For Decision-Making There are basically four types of Power BI licenses available, each offering premium and unique features for various user needs. Let's dive into the specifics and discover which Power BI license best suits your requirements and enhances your data-driven decisions. Image source Power BI Free License If you are looking to grasp the fundamental concepts of Power BI before upgrading to a more advanced plan with additional features, then a Power BI Free license is your right choice. Key Features of Power BI Free Limited Data Visualization: Users can create basic visual representations of their data, ideal for small-scale projects or personal use. Personal Dashboard Creation: Build and customize your dashboards to analyze and track key data metrics. Basic Data Exploration: Perform fundamental data exploration and analysis to uncover insights. No Collaboration Features: This license is designed for individual use, so sharing and team collaboration features are unavailable. Pricing Plan The Power BI Free License is completely free, making it a budget-friendly option for individuals or small-scale data exploration needs. It's perfect for those who want to learn the basics of Power BI before upgrading to a more advanced plan with additional features. Hire Power BI developers to build industry-specific dashboards! Let’s Connect Power BI Free License - User Persona i. Individual contributors - One managing their own tasks and responsibilities, such as project managers, marketers, or analysts, who need to track data for personal or departmental use. Use case - Creating personal dashboards to monitor key metrics or performance indicators. ii. Students and learners Individuals in school or training programs eager to explore data visualization and analytics tools to enhance their learning. Use case - Building simple visualizations for academic projects or self-learning exercises. iii. Small business owners - Entrepreneurs running small businesses who want to understand their business performance without incurring high software costs. Use case - Creates dashboards to track sales, expenses, or customer data without requiring team collaboration. iv. Personal data analysts - Data users who analyze personal data such as expenses, fitness metrics, or other personal projects. Use case - Visualizing trends and insights from personal datasets such as budgets or fitness goals. Read More: 19 Power BI Case Studies That Showcase Real-World Success Power BI Pro License A suitable license helps you avoid issues such as non-compliance, unexpected costs, or restrictions on usage. It is accessible to the right number of users and supports the organization’s goals without exceeding budget constraints. And this is What the Power BI Pro license has to offer. Image source Key Features of Power BI Pro License Sharing and collaboration capabilities - Can share the dashboards and reports with team or clients easily.Collaborate in real time to make data driven decisions together. Publishing reports to service - It can Publish Power BI reports to the online service by making them accessible anywhere for all authorized users. Advanced data modeling - Complex models to connect, clean, and transform your data into actionable insights. Regular content updates - Frequent updates with new features and improvements to keep analytics tools on top. Improve your firm’s efficiency with expert Power Automate consulting services Get In Touch Power BI Pro License Pricing The Power BI Pro License is priced at $10 per user per month and access to advanced analytics and sharing features. For enterprises, this scalable pricing allows teams of any size to collaborate seamlessly on data insights while staying within budget. Power BI Pro License - User Persona i. Business analysts - Power BI Pro license can be used to analyze complex data, create insightful reports, and drive strategic decisions with ease. ii. Department-level managers - It can monitor department performance, track KPIs, and share dashboards to keep teams aligned and informed. iii. Mid-level data professionals - It can manage and manipulate large datasets for actionable insights. Needs Advanced modeling capabilities and collaboration tools. iv. Team collaboration seekers - It facilitate seamless teamwork through shared insights.Needs tools for sharing dashboards and collaborating on reports in real time. Read More: 10 Executive Dashboard Examples for Consultants and CEOs 3. Power BI Premium Per User (PPU) License This license is designed for you, if you desire advanced Power BI features on a per-user basis. What’s amazing about this Power BI PPU is it includes everything from Power BI Pro, along with additional Premium features like AI capabilities, advanced dataflows, and improved data refresh rates. In short, it is the best option for those who need strong data analytics tools but don’t require a complete Premium capacity. Key Features of Power BI Premium Per User Enhanced computational power - Offers greater processing capacity for complex calculations and large data models, enabling faster performance and efficiency. Advanced AI capabilities - It Includes AI- powered features like natural language processing, text analytics, and automated machine learning, allowing users to uncover deeper insights. Larger dataset support - Allows working with larger datasets (up to 100 GB per dataset), surpassing the limitations of standard Power BI Pro licenses. Premium workspace access - Grants access to premium workspaces for advanced collaboration, sharing, and dedicated capacity in the Power BI service. Attain seamless integration with our expert Power Platform consulting services Get In Touch Pricing for Power BI Premium Per User The Power BI Premium Per User license is priced at $20 per user/month. This is in addition to the Power BI Pro license, which costs $10 per user/month, making the total cost $30 per user/month for users who require both Pro and Premium features. users who require both Pro and Premium features. i. Advanced data analysts Ones that handle large datasets and require enhanced computational power for detailed analysis. Uses advanced data modeling and custom visuals to create impactful reports. ii. Data scientists Individuals use AI capabilities like machine learning, natural language processing, and text analytics to extract deeper insights from data. iii. Enterprise-level professionals Decision makers in large organizations managing vast data landscapes who require high-capacity tools. It Focuses on collaboration across premium workspaces and ensuring data accessibility at scale. iv. Complex reporting needs Users are responsible for generating intricate, enterprise-level reports that involve large datasets and multiple data sources. It requires the ability to work with datasets exceeding the limitations of Power BI Pro. Read More: HR Analytics Dashboard – Key Metrics & Examples 4. Power BI Premium Per Capacity License In case, you are looking for extensive data analytics capabilities across a huge set of users, then PBI Premium per capacity plan is well suited. With this PBI premium license, you can create Business Intelligence services with dedicated capacity, enabling enhanced performance, larger data models, and more frequent data refreshes. To get more clarity, check expert suggestions on Power BI Premium User vs Capacity Key Features of PBI Premium Per Capacity Enables enhanced scalability to handle high-demand workloads. Dedicated cloud computing and storage Provides dedicated resources for optimized performance, including better query execution and faster report loading. Unlimited sharing Allows unlimited sharing of Power BI content with users both inside and outside the organization without requiring individual licenses. Advanced security controls Offers robust data features, including row level security, sensitivity labeling, and integration with Azure Active Directory for identity management. Large-scale deployment capabilities Supports large organizations by enabling easy way of deploying the dashboards and reports across teams and departments, with the ability to manage content centrally. Get low code apps quickly with a top-class Power Apps Consulting Company Let’s Connect PBI Premium Per Capacity Pricing The Power BI Premium Per Capacity license is priced at $4,995 per capacity/month. This pricing is for organizations that require dedicated resources for large-scale deployments and collaboration. No User Limits: A single capacity can serve unlimited users for content sharing and collaboration without requiring individual Pro licenses User Persona for PBI Premium Per Capacity i. Large enterprise IT departments IT person managing data infrastructure and reporting solutions at scale for large organizations. Require dedicated resources, enhanced security, and high scalability to support large teams and data projects. ii. Organizations with extensive reporting needs Enterprises generate large volumes of data across multiple business units. iii. Multi-department reporting requirements Organizations that need to distribute reports across multiple departments and business units. Read More: 4 Types of Power BI Dashboards: Analytical, Strategic, Operational, and Tactical Power BI Embedded Power BI Embedded lets you integrate Power BI's interactive reports and dashboards directly into your applications. This means your users can access real-time insights without leaving your app, making their data experience seamless and efficient. Key Features 1. Embedded Analytics: You can embed interactive reports and dashboards right into your applications, giving users real-time data insights. 2. Customizable Visualizations: Customize the look and feel of the embedded analytics to match your app's branding. 3. Scalability: Handle large volumes of data and scale your analytics as your app grows. 4. Security and Compliance: Keep your data secure with features like row-level security and data encryption. 5. Real-time Data Streaming: Provide up-to-date insights with real-time data streaming. 6. API Integration: Use REST APIs to automate and manage your Power BI content, giving you more control over your analytics. 7. Cost Efficiency: Pay only for what you use with flexible pricing models, making it cost-effective for your business. User Persona of Power BI Embedded License Who It's For: Power BI Embedded is perfect for developers and independent software vendors (ISVs) who need to add analytics to their applications. This includes: Application Developers: If you're building and maintaining software applications, you can integrate advanced analytics without starting from scratch. Independent Software Vendors (ISVs):  Enhance your software products with embedded analytics to offer more value to your customers. Business Analysts: Get seamless access to data insights within your operational applications to make informed decisions. IT Managers: Oversee the integration and maintenance of analytics within enterprise applications, ensuring data security and compliance. With Power BI Embedded, you can provide your users with powerful, interactive data visualizations and insights directly within your applications, improving their overall experience and decision-making process. Empower your business security with Microsoft Entra ID Consulting Services Let’s Connect Power BI Licenses - Comparative Analysis Side-by-side feature comparison Feature Power BI Premium Per User (PPU) Power BI Premium Per Capacity Larger Dataset Support Up to 100 GB Up to 400 GB Premium Workspace Access Yes Yes Unlimited Sharing No Yes Pricing $20/user/month $4,995/month per capacity Price-to-value assessment Power BI Premium Per User (PPU): Offers advanced features like AI capabilities and large dataset support at an affordable price point. It is ideal for individual analysts or small teams requiring enhanced functionality. Power BI Premium Per Capacity: Provides dedicated cloud resources and allows unlimited sharing without additional per user costs for content consumers. Read More: Power Automate License Types Scalability considerations Scales for small-to-medium-sized teams but become less cost-efficient for larger groups. Best for organizations with a focused user base requiring premium features. Designed for enterprise-scale deployments, it handles vast data loads and high user traffic seamlessly. Offers scalability across multiple departments while maintaining consistent performance. How iFour Helps You With Power BI Licenses? At iFour, we make it easy for you to choose and implement the right Power BI license for your business. Whether you are a small team or a large enterprise, we understand your core needs and help you set up things effectively. Share your requirements right away to get a 30-minute free consultation and 60 minutes post-purchase. Power BI Licensing Strategy Tips Upgrading and downgrading considerations Start Small and Scale Gradually Evaluate Usage Regularly Scale up during peak business seasons Downgrade when demand decreases to avoid unnecessary costs. Training and adoption recommendations It offers specific training based on user roles basic training for beginners, advanced courses for power users and specialized sessions for analysts and business users. Provide continuous support after the initial training through help desks, internal forums and monthly Q&A sessions to ensure that users feel confident using Power BI. How to choose the right Power BI license? Power BI licenses might appear complex initially, but grasping the differences can help you select the best fit. Whether you opt for Free, Pro, or Premium, each license level provides unique capabilities to enhance your data insights. Be clear on a few factors like your organization’s size, usage needs, and budget. Start with Power BI Pro for smaller teams or departments and consider Power BI Premium for larger-scale deployments. This way you can make the most out of Power BI licenses. Require assistance in Power BI license purchase? Connect to iFour, a leading Power BI consulting company and a certified MS Solutions Partner. With over 11 years of experience in the field, we help you in buying the right Power BI licenses rightly fitting to your firm’s needs. FAQs on Power BI licenses and their ICP 1. Do users need a license to view Power BI reports? Yes, users need a Power BI license to view reports. If the reports are shared using Power BI Pro, the viewers must also have a Pro license. Viewers only need a free license for reports shared with Power BI Premium. 2. What features are not available in Power BI free license? The Power BI Free license lacks features like sharing reports, collaboration, and access to premium content. Users with a Free license cannot publish reports to Power BI apps or share dashboards with others outside their organization. 3. Can you share Power BI reports with free users? No, you cannot share Power BI reports directly with free users. 4. Does a Power BI free license expire? No, the Power BI Free license does not have an expiration date.    

Kapil Panchal

A passionate Technical writer and an SEO freak working as a Content Development Manager at iFour Technolab, USA. With extensive experience in IT, Services, and Product sectors, I relish writing about technology and love sharing exceptional insights on various platforms. I believe in constant learning and am passionate about being better every day.