Pro sharing issues

[RichOB]

Hi, I have a Pro License, and I have been creating dashboards and uploading them to SharePoint for employees to view. These employees need to sign up once to get a free fabric account, after they have done that they have been able to see the dashboards on the SharePoint pages.

I have 1 employee who signed up months ago and has been able to see the dashboards, now there's one random one he can't see and it gives him the error message "Upgrade to Paid PowerBi License". The dashboard itself hasn't changed in terms of paid features, it's only small/basic with some table data and he was able to view it last week. Any ideas why this would be?

If the reason is that I'm on a Pro license (and not a Premium license), how can he still see all other dashboards on SharePoint freely?

I have the fabric trial, which has many days left. It says this online:

Fabric

Fabric is a platform that includes Power BI, and sharing within Fabric follows similar principles. You can share dashboards with other users who have Fabric accounts, whether they are Pro or Free, as long as they have access to the relevant workspace.

This employee has a free fabric account and has permissions set.

All advice welcome!

[v-hashadapu]

Hi @RichOB , Thank you for reaching out to the Microsoft Community Forum.

This is happening because that specific dashboard is in a workspace not assigned to your Fabric trial’s Premium capacity (F64). Free users can only view content if it's in a Premium workspace. The fact that other dashboards still work confirms those are in properly assigned workspaces.

To fix this, go to the Power BI Service, open the workspace where the problematic dashboard is and under Settings -> Premium, make sure it's assigned to the Fabric trial (F64). Then confirm the employee has Viewer access to that workspace, either directly or through a Microsoft 365 group. Lastly, double-check the SharePoint embed: it should link to the same report in that F64-assigned workspace.

As long as your Fabric trial is still active and the workspace is correctly assigned, free users will be able to view the report without needing a Pro license. This aligns fully with Microsoft's official licensing model.

If this helped solve the issue, please consider marking it “Accept as Solution” and giving a ‘Kudos’ so others with similar queries may find it more easily. If not, please share the details, always happy to help.
Thank you.

[Deku]

Items in workspaces on shared capacity required both viewers and developers to have pro licenses, so they can see the reports.

You can assign a workspace to a P1+ or F64+ and this will allow viewers to view reports with free licences, although developers still need pro to published items