MC1098946 - Limit on number of users or groups that can be added to workspace roles in Fabric and Power BI

Microsoft Fabric will implement workspace access limits from August 1 to August 31, 2025, as part of ongoing efforts to improve service quality and reliability. Once this limit is rolled out, each Fabric workspace will be limited to a maximum of 1,000 users or groups in workspace roles (Admin, Member, Contributor, Viewer). This change does not affect the number of users within a group itself. For example, a workspace with one group, that group is permitted to have over 1,000 users.

When this will happen:

This change will roll out between August 1, 2025, and August 31, 2025.

How this affects your organization:

Once this feature is rolled out:

• A maximum of 1,000 users or groups can have workspace roles for a Power BI or Fabric workspace.
• Workspaces that are already over the limit will remain overlimit, but no additional users or groups can be added to workspace roles until the workspace is under the limit.
• For overlimit workspaces, workspace admins will need to consolidate user/group access to stay under the limit.
• Workspace admins or members attempting to add users or groups after this limit is reached, will get an error in the workspace access flow.

What you can do to prepare:

Admins can take the following steps:

1. Retrieve all workspaces in your org by using this API: Admin - List all workspaces
2. Retrieve access details for each workspace using this API: Admin - List workspace access details.
3. Identify workspaces that are near, at, or over the limit based on access details count in step #2
4. Identify workspace admins for workspaces that are near, at, or over the limit from step #3 and step #2
5. Work with workspace admins to consolidate access by (a) Grouping users by role (Admin, Member, Contributor, Viewer) (b) Assigning access via groups instead of individual users