Administrator roles related to Power BI
- Global Admin: A Global admin is a user with full access to the entire Microsoft 365 or Azure Active Directory environment, which includes Power BI. They have complete control over the user accounts and permissions, including access to Power BI.
- Billing Admin: A Billing admin has access to billing and subscription management for Power BI. They can view and manage the subscription details, purchase additional licenses, and manage billing and payment options.
- License Admin: A License admin has control over the Power BI licenses assigned to users in an organization. They can view and manage license assignments, assign or remove licenses, and control the access level of each license.
- User Admin: A User admin has control over user accounts and permissions in Power BI. They can create and manage user accounts, assign roles and permissions, and control access to content and data in Power BI.
- Power Platform Administrator: A Platform admin has control over a specific Platform in Power BI. They can manage content, add or remove members, and configure permissions for the Platform.
- Power BI Admin: Full access to Power BI management tasks, Enable and disable Power BI features, Report on usage and performance, Review and manage to audit.
- Power BI Premium Capacity Administrator: Assign workspaces to the capacity, manage user permission to the capacity, and manage workloads to configure memory usage.
- Power BI Embedded Capacity Administrator: Assign workspaces to the capacity Manage user permission to the capacity Manage workloads to configure memory usage.
| Type of administrator | Administrative scope | Power BI tasks |
|---|---|---|
| Global Administrator | Microsoft 365 | Has unlimited access to all management features for the organization Assigns roles to other users |
| Billing Administrator | Microsoft 365 | Manage subscriptions Purchase licenses |
| License Administrator | Microsoft 365 | Assign or remove licenses for users |
| User admin | Microsoft 365 | Create and manage users and groups Reset user passwords |
| Power Platform Administrator | Power Platform | Full access to Power BI management tasks Enable and disable Power BI features Report on usage and performance Review and manage auditing |
| Power BI Administrator | Power BI service | Full access to Power BI management tasks Enable and disable Power BI features Report on usage and performance Review and manage to auditto audit |
| Power BI Premium Capacity Administrator |
A single premium capacity | Assign workspaces to the capacity Manage user permission to the capacity Manage workloads to configure memory usage |
| Power BI Embedded Capacity Administrator |
A single Embedded capacity | Assign workspaces to the capacity Manage user permission to the capacity Manage workloads to configure memory usage |
Administrative Tasks and Tools
- Usage Metrics: They provide information on how users are interacting with content in Power BI, such as report views, data refreshes, and user activity.
- Users: It includes creating and managing user accounts, assigning roles and permissions, and controlling user access to content and data.
- Audit Logs: These include sign-in and sign-out activity, changes to content and data, and security-related events. For the purpose of compliance, security, and troubleshooting, this information can be used.
- Tenant Settings: They control how security rules are applied, how long data is retained, and whether or not certain features are enabled or disabled.
- Capacity settings: Setting the CPU, memory, and storage capacities. Using this data will improve performance and guarantee proper resource allocation.
- Embed Codes: These allow content to be embedded in external websites or applications. Administrators can generate embed codes, manage the usage of embed codes, and control access to embedded content.
- Organizational Visuals: They allow administrators to create and manage custom visualizations that can be used across the organization. This can be useful for ensuring consistency and standardization in reporting and analytics.
- Dataflow Settings: It provides control over the configuration of dataflows, including setting up data source connections, managing data refresh schedules, and controlling data transformations.
Power BI – Administration Role
The Administration role allows users to manage and administer the Power BI service. Users with this role have access to administrative features such as managing users, workspaces, and data sources, setting up security policies, and monitoring usage and performance. To administrate Power BI for you, your organization should either Power BI Admin or Power Platform Admin, or Microsoft 365 Global Admin.
Limitations and Considerations
- Ability to modify users and licenses within the Microsoft 365 admin center. Depending on the admin role assigned, there may be limitations on the level of access to certain areas of the Power BI service.
- Access to audit logs.
- Admin roles in Power BI have significant control over the service, including user accounts and data. It’s important to ensure that appropriate security measures are in place to prevent unauthorized access or misuse of the service.