--- title: "Setting Up Workspaces & User Access" slug: "setting-up-workspaces-user-access" updated: 2026-03-01T21:33:11Z published: 2026-03-01T21:33:11Z canonical: "docs.tuggerapp.com/setting-up-workspaces-user-access" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.tuggerapp.com/llms.txt > Use this file to discover all available pages before exploring further. # Setting Up Workspaces & User Access Power BI Workspaces control who can see and interact with your Tugger reports in Power BI Service. This guide covers creating a workspace, adding users, and managing permissions. ## Before you start - A **Power BI Service account** with a Pro or Premium Per User licence. [See pricing here](https://powerbi.microsoft.com/en-gb/pricing/?cdn=disable). - At least one report published to Power BI Service. See [Publishing to Power BI Service](/docs/publishing-to-power-bi-service) if you haven't done this yet. ## Why use a workspace? When you first publish a report, Power BI offers "My Workspace" as the default destination. This is a personal space that only you can see. If you want others to view your reports, you need a shared workspace. Reports published to My Workspace can be moved later, but the dataset won't copy across, which can cause issues with scheduled refresh. It's easier to create a workspace first and publish directly to it. ## Creating a workspace 1. Go to [Power BI Service](https://app.powerbi.com) and sign in 2. In the left sidebar, click **Workspaces** 3. Click **New workspace** ![Screenshot: Power BI Service left sidebar with ](https://cdn.document360.io/915cfc9e-45d4-4924-af8d-4cea920ef985/Images/Documentation/new-worspace.jpg) 1. Give your workspace a name (e.g. "Finance Reports", "Xero Dashboard", or your company name) 2. Optionally add a description so colleagues know what the workspace is for 3. Click **Apply** ![Screenshot: Create a workspace dialogue with name and description fields](https://cdn.document360.io/915cfc9e-45d4-4924-af8d-4cea920ef985/Images/Documentation/create-a-workspace-in-power-bi-service.jpg) Your workspace is now ready. You can publish reports to it from Power BI Desktop by selecting it in the Publish dialogue. ## Adding users to a workspace 1. Open your workspace in Power BI Service 2. Click **Manage Access** in the top toolbar (or the sharing icon, depending on your view) ![Screenshot: Workspace toolbar with Manage Access button highlighted](https://cdn.document360.io/915cfc9e-45d4-4924-af8d-4cea920ef985/Images/Documentation/manage-access-power-bi-service-link-highlighted.jpg) 1. Click **Add people of groups** 2. Enter the email address of the person you want to add 3. Choose their role (see below) 4. Click **Add** ![Screenshot: Workspace access panel showing email field and role dropdown](https://cdn.document360.io/915cfc9e-45d4-4924-af8d-4cea920ef985/Images/Documentation/pwoer-bi-workspace-add-people.jpg) Repeat for each person who needs access. Users will be able to see the workspace and its contents as soon as they're added. ## Understanding workspace roles Power BI has four workspace roles. Choose the one that fits what each person needs to do. | Role | Can view reports | Can edit reports | Can publish/delete | Can manage access | | --- | --- | --- | --- | --- | | **Viewer** | Yes | No | No | No | | **Contributor** | Yes | Yes | Yes | No | | **Member** | Yes | Yes | Yes | Can add Viewers and Contributors | | **Admin** | Yes | Yes | Yes | Full control, including adding/removing any role | For most colleagues who just need to see reports, **Viewer** is the right choice. Give **Contributor** access to anyone who needs to create or edit reports within the workspace. Use **Member** or **Admin** sparingly. > **Tip:** Everyone you add needs their own Power BI Pro or Premium Per User licence. If a user has a free licence, they won't be able to access the workspace. Your Microsoft 365 admin can manage licences. ## Sharing individual reports If you want to share a specific report without giving someone access to the whole workspace, you can share it directly. 1. Open the report in Power BI Service 2. Click **Share** in the top toolbar 3. Enter the recipient's email address 4. Choose whether they can reshare or build new content from the report's data 5. Click **Send** ![Screenshot: Share report dialogue with email field and permission options](https://cdn.document360.io/915cfc9e-45d4-4924-af8d-4cea920ef985/Images/Documentation/power-bi-share-report.jpg) The recipient will get an email with a link to the report. They'll still need a Power BI Pro or Premium Per User licence to view it. ## Embedding reports in Microsoft Teams If your team uses Microsoft Teams, you can pin Power BI reports directly into a Teams channel. 1. In Microsoft Teams, go to the channel where you want to add the report 2. Click the **+** tab at the top of the channel 3. Select **Power BI** 4. Choose the report from your workspace 5. Click **Save** ![Screenshot: Microsoft Teams ](https://cdn.document360.io/915cfc9e-45d4-4924-af8d-4cea920ef985/Images/Documentation/teams-power-bi-search-dialog.jpg) Team members with the right Power BI licence and workspace permissions will be able to view the report without leaving Teams. ## Managing access over time To review or change who has access to a workspace: 1. Open the workspace in Power BI Service 2. Click **Manage Access** 3. You'll see the full list of users and their roles 4. To change a role, click the dropdown next to the person's name 5. To remove someone, click the dropdown next to the person's name and then click on **Remove** ![Screenshot: Workspace access panel showing list of users with role dropdowns](https://cdn.document360.io/915cfc9e-45d4-4924-af8d-4cea920ef985/Images/Documentation/power-bi-manage-access.jpg) ## Troubleshooting **Colleague can't see the workspace** - Check they've been added to the workspace with the correct role. - Confirm they have a Power BI Pro or Premium Per User licence. **Colleague can see the workspace but not the report** - The report may not have been published to that workspace. Check which workspace it was published to in Power BI Desktop. **"You need a Power BI Pro licence" message** - The person viewing the report needs their own Pro or Premium Per User licence. Contact your Microsoft 365 admin to assign one. **Report data isn't updating for other users** - Make sure scheduled refresh is set up on the dataset. See [Publishing to Power BI Service](/docs/publishing-to-power-bi-service) for instructions. --- **Related articles:** - [Publishing to Power BI Service](/docs/publishing-to-power-bi-service) - [Connecting Power BI Desktop to Tugger](/docs/connecting-power-bi-desktop-to-tugger) - [Regenerating Report Credentials](/docs/regenerating-report-credentials)