Power BI usage metrics: see who really uses your reports
Power BI usage metrics are built-in reports that show how people use a report: who opens it, which pages they view and how long it takes to load. Authors use them to decide what to improve and what to retire. However, the figures cover a limited period and have blind spots. This guide explains where they live and how to read them.
- Views and unique viewers
- Opening time trends
- Refreshes once a day
Last updated
What are Power BI usage metrics?
They are a report about a report. Power BI gathers activity for the content in a workspace and presents it on a few ready-made pages. So an author sees demand without asking anyone.
Microsoft Learn describes the modern version as covering a recent rolling period, not including the current day. The data refreshes daily, and new activity can take up to a day to appear. Therefore it suits trends, not live monitoring.
Access has conditions. You need a Pro or Premium Per User license and edit access to the report. A workspace Viewer role is not enough, and an administrator must have left the feature on for content creators.
How to open Power BI usage metrics for a report
Two routes lead to the same place, so use whichever is closer.
Find the report
First, open the workspace and locate the report in the content list.
Open More options
Then select More options beside the report name and choose View usage metrics report.
Or start inside the report
Alternatively, open the report itself. Then select More options in its menu bar and choose Open usage metrics.
Switch to the new version
Finally, turn on the New usage report toggle. After that, the modern pages load with the latest daily data.
What each measure in the usage report tells you
The report pages share a small set of measures. Read them together, because one number alone can mislead.
| Measure | What it counts | How to use it |
|---|---|---|
| Report views | Each time someone opens the report | Spot rising or falling demand |
| Unique viewers | Distinct people who opened it | Separate a wide audience from one heavy user |
| Page views | Opens of each report page | Find pages nobody reads |
| Rank | Position against other reports by views | Compare reports across the organization |
| Distribution method | How people reached the report | See whether an app or a direct share leads |
| Platform | Where people opened it, such as the service or mobile | Decide whether a mobile layout matters |
| Typical opening time | How long the report usually takes to open | Flag reports that need tuning |
What do Power BI usage metrics miss?
Several gaps matter. Microsoft states that the modern report does not work in My workspace. Dashboards still rely on the older version. Also, you cannot add the usage report to an app.
Counts can mislead. Page views depend on signals from the reader's browser, so ad blockers and network problems can lose them. Subscriptions push the other way, because each scheduled send can add views that no person made.
Names may not appear. An administrator setting controls per-user data for content creators. When it is off, the report shows Unnamed User instead of a name. So agree the privacy position with your administrator before you promise named lists.
How do you keep usage history longer than the default?
The default period is short, so history disappears. Power BI creates a semantic model named Usage Metrics Report in the workspace. You can connect to it from Power BI Desktop or through Analyze in Excel.
From there, two steps help. First, use File, Save a copy to get a version you can edit. Then add the pages your team needs, such as a closer look at one report page.
For longer history, export the figures on a schedule and store them. Organizations that need every action across the tenant look at the audit log instead, since it records far more than report opens.
Report adoption questions from Power BI owners
Who can see Power BI usage metrics?
People with edit access to the report and an Admin, Member or Contributor role in the workspace can open them. Viewers cannot. A Pro or Premium Per User license is also necessary. In addition, the tenant's administrator must allow usage metrics for content creators. If the menu option is missing, check those four conditions in that order.
Why do Power BI usage metrics show Unnamed User?
An administrator has turned off per-user data in the metrics. The setting sits with the audit and usage settings in the admin portal. With it off, authors still see counts and trends, but no names. Many organizations choose that for privacy. So ask your administrator about the policy rather than looking for a fault in the report.
How fresh are the numbers?
Not live. Microsoft says the data refreshes daily and excludes the current day, and new activity may take up to a day to show. Therefore yesterday's launch appears tomorrow at the earliest. Use the report to watch weekly patterns. When you need a record of individual actions, the audit log is the better source.
Can we share the usage report with managers?
Not with the usual Share button, because Microsoft disables sharing on it. Instead, give managers access through Manage permissions, or save a copy and build the pages they need there. Note that the usage report cannot go into an app. A saved copy with a few clear pages usually serves managers better anyway.
Can you help us raise report adoption?
Yes. Power BI Agency reviews usage, retires unused reports and improves the ones people rely on. The review runs online inside your own tenant, led by our consultants. We are part of Sataware Technologies and independent of Microsoft. Scope sits in a written quote before work starts. Book a free 30-minute assessment or call (480) 485-7373.
Let's build your first dashboard together.
Tell us what you report on today. A consultant replies within 2 hours with next steps.
Trusted partners
Microsoft Solutions Partner · AWS Partner
Cloud & AI Platforms
Azure SQL, Microsoft Fabric and the data pipelines behind your reports.
AI Business Solutions
Power BI reporting on your Dynamics 365, Business Central and Power Platform data.
Security
Row-level security and Entra ID sign-in on every report and workspace.
Amazon Web Services
Power BI on your AWS data, with connectors for Redshift, Athena and S3.