How To - Assign Power BI Licenses

Procedure for Assigning a Licenses to a new Power BI users

There are two types of Licenses on the Power BI Services.   Free and Pro.

• Free: This is a free license type used for ALL users on the site.   The majority of users of Power BI will only need this license.  this License allows a user to VIEW ONLY content created on the Power BI Service. 
• Pro:  This is a developer license for anyone who will be developing content/data/reporting on the Service.  For a developer,  This license is added in addition to a free License.  

Licensing is managed through the use of two Active Directory groups in the My.Ucsb.Edu Domain.  

• PBI_Users - Umbrella group for ALL Power BI Users.  Tied to a Free license type and MFA.   
• PBI_Users_Pro - Any member in this group will be assigned a Power BI Pro License

To Add a user to these groups and assign a License, Perform the following:

1. If assigning a PRO license,   First,  check to make sure we have licenses available by looking in the Azure AD Portal.  
   1. https://portal.azure.com/#blade/Microsoft_AAD_IAM/ActiveDirectoryMenuBlade/Licenses
   2. 
2. Create a CSV in the following format:   Groupname, Username
   1. Example: 

      1. Groupname,Username

         PBI_users,sottosanti

         Pbi_Users_Pro,sottosanti  (Optional for developers)

3. Email the CSV to sist.identityhelp@sa.ucsb.edu
4. This team will run a script which will assign the user to the my.ucsb.edu groups and email you back when it is complete.
5. The AD synchronization between the on-prem directory and Azure Active Directory will usually sync and apply the licensing within a few minutes of being notified.
6. The User should now be able to log in to power bi and setup multi factor authentication with Duo.

To View this has been successful and to see who currently has a Pro License, you can see all currently licensed users by navigating to the Azure AD group (May require access)

• https://portal.azure.com/#blade/Microsoft_AAD_IAM/GroupDetailsMenuBlade/Members/groupId/97b3c19e-0a9c-45b0-8a79-4badb33d5699

Here is a list of potential users who may need licenses in the future: