Last updated: January 27, 2026
Power BI is complex, and its licensing structure can be even more difficult to navigate and articulate effectively to prospective users of the platform. This article is intended to equip you with base information to lean on when looking into displaying Power BI dashboards and reports with Screenly digital signage. Always consult with your Microsoft account manager or IT team before making any licensing decisions.
License Types
Power BI is available both as an a-la-carte service and a subscription service available within Microsoft Fabric. There are two overall license types: Individual licenses (per-user) and capacity licenses (known as Premium capacity or fabric).
Individual Licenses
- Free Account - This license type allows users to create content for their own use in their own workspace, and does not allow collaborating, sharing or publishing content to other workspaces. The exception to this is that Pro and PPU licensed users with content hosted in a Premium capacity (F64 or higher) can share and collaborate with Free users.
- Power BI Pro - This license type allows users to create and share content with other Pro users. If the content is hosted in a Premium capacity, then it also allows collaboration with Free and PPU users.
- Power BI Premium Per User (PPU) - Includes all capabilities of Pro users, and also includes most benefits available from having a Premium capacity. To access and collaborate in a PPU workspace, all users must have a PPU license. The exception is if the content is hosted in a Premium capacity workspace.
Capacity
Premium capacity or Fabric subscription - Org level subscription that allows Pro and PPU users to collaborate in Premium workspaces. This created content is then available to be shared with any other user type, but only Pro and PPU users can create and save content to the workspace.
Microsoft has a brief comparison on the plan selection page here.
Why these are important: The combination of your license type and capacity determines how you and others interact with your content, including creating, sharing and collaborating among other features.
Screenly Impact:
The Screenly integration works by generating embed tokens over the Power BI REST API that allow temporary access to your Power BI dashboards and reports. An embed token is required anytime your content is accessed, refreshed or shown on your screen. As such, you will consume a large amount of tokens when displaying the dashboard on your screen. The majority of our Power BI users host all of their content in a premium capacity or fabric, which allows unlimited embed tokens. All other license types only provide a limited amount of tokens (and some were intended to be used for testing only). Once you run out, your content may stop displaying completely, or you may see a free trial error banner at the top of your screen. You’ll want to work with your internal IT team or Microsoft rep to determine the license model most appropriate for your organization.
You can view and download the full Power BI licensing guide that Microsoft provides on the link here, and it’s just as complex as you imagined!
Here are some other helpful links you can reference when researching Power BI licensing and embedding features.
Microsoft Power BI Licensing Calculator Estimate
Microsoft Transitioning From Premium Capacity To Fabric
Which Power BI License is needed to embed reports & dashboard in WP?
Microsoft Pricing For Power BI
Microsoft Power BI Features By License Type
Microsoft Power BI Embedded FAQ
If you have any questions, you can always reach our team by contacting us here!