The Different Types of Power BI Users: A Governance Approach

Posted in : Blog Author : Sepide Rahmani

A Governance-Oriented Guide to Power BI User Profiling

In the world of data analytics, the key to maximising the value of Power BI lies in comprehending the diverse needs and roles of its users. With a wide range of features tailored to various user types, each possessing unique requirements and responsibilities. Adopting a governance approach that acknowledges these distinctions is crucial. This blog post explores the significance of understanding different Power BI user types, highlighting how a well-structured governance strategy can lead to success within your organisation. By identifying categories such as executives, analysts, report creators, and consumers. Businesses can tailor their governance to cater to different needs, ensuring appropriate data access, security, and compliance while empowering users to make informed, data-driven decisions.

Executives: Driving Strategic Decision-Making

Executives play a pivotal role in shaping the direction of an organisation. For these users, the focus is on high-level insights and strategic decision-making. Governance measures should be prioritised, providing executives with clear and concise dashboards, reports, and visualisations that enable them to quickly grasp key metrics, trends, and performance indicators.

The role-based access for executives, while still applicable to other groups in subsequent paragraphs, is not usually intended to restrict their information access since they typically have access to everything. Bear in mind that executives should be presented with only relevant high-level information, avoiding overwhelming them with unnecessary details.

Analysts: Uncovering Hidden Patterns and Insights

Analysts are responsible for delving deeper into data to uncover valuable insights and patterns. They possess the capability to conduct various types of data analysis. This includes: descriptive, predictive, or exploratory methods, and are adept at running specific diagnostic analyses as well. They require the flexibility to explore and manipulate data sets, perform complex calculations, and create sophisticated visualisations. Effective governance for analysts involves providing them with access to the necessary data sources and tools while ensuring data integrity and security. Collaboration features within Power BI, such as dataflows and shared datasets, can facilitate effective teamwork and knowledge sharing among analysts.

Report Creators: Designing Compelling Visualisations

Report creators are skilled individuals who transform raw data into visually appealing and informative reports and dashboards. They possess expertise in data modelling, transformation, visualisation design, and storytelling. A governance approach for report creators should focus on providing standardised templates, style guides, and best practices to ensure consistency and maintain brand identity across reports.

Shared datasets have the potential to reduce the workload of report creators while guaranteeing a unified and reliable “single source of truth”. Collaboration and version control features within Power BI enable seamless teamwork and facilitate the sharing of report templates and design elements.

Consumers: Accessing and Interacting with Insights

Consumers represent a broad group of users who primarily consume and interact with reports and dashboards. They rely on these insights to make informed decisions and monitor performance.

Ensuring the inclusion of the appropriate level of detail in reports is crucial, allowing consumers to drill down to necessary information without feeling overwhelmed. Governance measures for consumers should prioritise data access controls, ensuring that users only have access only to the relevant information required for their roles. Additionally, user training and documentation can empower consumers to utilise Power BI’s interactive features effectively. Thus, enabling them to drill down into details and customise their views.


Understanding the different types of Power BI users and adopting a governance approach tailored to their needs is crucial for successful reporting data analytics initiatives. By recognising the diverse requirements of executives, analysts, report creators, and consumers, businesses can implement appropriate governance measures that promote data access, security, and usage. This approach ensures that users have the right tools and resources to derive actionable insights while maintaining data integrity and compliance.

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