How to monitor Power BI Usage for better Adoption and Governance

Power BI makes it incredibly easy to build and share reports. Before you know it, you have dozens of dashboards, multiple workspaces, both personal and shared, and access provided to a wide range of users. 

But then a simple question comes up… Are people actually using any of this? 

This is where usage monitoring becomes essential. It helps organisations move away from guesswork and start understanding what’s really happening across their Power BI environment. 

This is how AYLA Solutions helped a client improve usage, adoption, and governance through a structured Usage Monitoring Report. 

Where the Data Comes From 

The solution developed by AYLA Solutions combines Power BI usage metrics, such as report views, user activity, and interactions, with workspace and user metadata, along with Microsoft 365 license information. 

The goal is simple: turn raw data into insights that improve usage, adoption, and governance. 

The first step is creating a clear, high-level view. 

How many users do you have? How many are actually active? How many reports exist today? 

Bringing this together provides an immediate sense of whether the environment is actively used or underutilised. 

Who’s Actually Using Power BI? 

One of the most valuable insights comes from understanding user behaviour. 

There will always be users who actively rely on reports in their day-to-day work. At the same time, some users have access but show little to no activity. 

This visibility helps organisations move from assumptions to action, whether that means improving adoption, reviewing access, or strengthening overall governance. 

Which Reports Matter (and Which Don’t) 

Are all your reports actually being used? 

This is often where the biggest gaps in usage and adoption become visible. 

Some reports consistently drive engagement, while others remain unused. Instead of maintaining everything “just in case,” this insight helps teams focus on reports that deliver real value. 

Over time, this improves governance by reducing clutter, removing redundant reports, and keeping the environment clean and efficient. 

The approach implemented by AYLA Solutions ensures reporting efforts align with actual usage, not assumptions. 

When Are People Using Reports? 

Looking at usage trends over time adds important context. 

You may notice spikes in activity, steady engagement, or even declining usage. These patterns help measure adoption and highlight whether changes are having the intended impact. 

For organisations working with AYLA Solutions, this becomes a key way to continuously track and improve usage and adoption. 

How People Interact with Power BI 

Usage is not just about whether reports are opened, it’s about how they are used. 

Are users primarily viewing reports? Are datasets being refreshed regularly? Are apps being utilised? 

Understanding these interactions provides deeper insight into real usage behaviour and supports stronger governance of the Power BI platform. 

Are We Using Our Licenses Properly? 

Licenses are often assigned, but are they even being used? 

Through this usage report, you can compare active users with total licenses and use that information to improve adoption and optimise costs. This is a key step in strengthening overall governance. 

The approach implemented by AYLA Solutions ensures that license allocation aligns with actual usage, not assumptions. 

Spotting Inactive Users 

Do you know which users have stopped using Power BI? 

Inactive users are easy to miss without proper visibility. 

This report highlights users who have not engaged with Power BI over a defined period, along with their last activity date. 

With this insight, organisations can take targeted action to improve adoption, reassign licenses, and maintain stronger governance. 

This is how AYLA Solutions helps organisations turn low usage into improved adoption and better control. 

Why This Matters 

At the end of the day, this is not just about tracking usage. 

It’s about improving adoption and strengthening governance across your Power BI environment. 

By implementing a Usage Monitoring Report, AYLA Solutions helps organisations focus on what’s working, address what isn’t, and ensure their reporting ecosystem continues to deliver value. 

Because what matters is not just having reports but ensuring they are actually used and drive impact.