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Assigning Power Apps Licenses

Licensing Options for Microsoft Power Apps

SystemsAnalytix applications require Microsoft Power Apps licensing. Microsoft currently offers two Power Apps licensing models:

1. Per App Plan (Environment-Based)

If your organization has purchased Power Apps Per App licenses, it is important to understand how they are assigned. Unlike standard Microsoft 365 licenses, Per App licenses are:

  • Allocated at the environment level
  • Automatically consumed when users access the application
  • Best for:
    • Single app usage
    • Pilot programs

Think of this as each App gets (a count of) Users.

2. Power Apps Premium (Per User)

Power Apps Per User licenses are assigned at the M365 Tenant Level like other standard Microsoft 365 licenses.

  • Licenses are assigned directly to individual users
  • Users can access multiple apps and environments
  • Best for:
    • Organizations using multiple Power Apps
    • Broader deployments

Think of this as each User gets Apps (multiple).

Official Microsoft Licensing Resources

Before proceeding, you may find it helpful to review Microsoft’s official licensing documentation:

These resources provide the most current licensing details and are updated regularly by Microsoft.

How Per App Licensing Works

Per App licensing follows a simple two-step model:

  1. Allocate licenses to a Power Platform environment
  2. Grant users access through Dataverse security roles

Users do not need to be manually assigned a license.

Once configured:

  • Users open the app
  • The platform automatically assigns a license from the available pool

Environment Strategy

Most organizations use three environments:

EnvironmentPurpose
DevDevelopment and configuration
TestUser testing and pilot rollout
ProductionLive operations

Best practice:

  • Use Test environment for pilot users
  • Move to Production after validation

Licenses can be reallocated between environments if needed.

Setup Instructions for both License Types

Step 1 – Confirm Environment

Identify the environment hosting the SystemsAnalytix application.

Step 2 – Allocate Licenses

  1. Open Power Platform Admin Center
  2. Go to Licensing → Power Apps
  3. Select Manage capacity
  4. Choose the environment
  5. Allocate the required number of licenses
  6. Save

Step 3 – Assign Security Roles

Each user must:

  • Exist in your Microsoft 365 tenant
  • Be assigned a Dataverse security role

Steps:

  • Navigate to:
    • Environments → Settings → Users + permissions → Users
  • Assign the appropriate SystemsAnalytix application security roles

Note:  There is a base role that all users must have just to open the app and then other security roles that control what they can do in the app. 

Special Step: If You Are Using Power Apps Premium (Per User Licensing)

If your organization is using Power Apps Premium licenses:

  • Users must be assigned a Power Apps Premium license in the
    Microsoft 365 Admin Center
  • Licenses are assigned directly to users, not environments
  • No license allocation step is required in the Power Platform Admin Center

Additional Steps Required

  1. Go to Microsoft 365 Admin Center:
    Manage users in Microsoft 365 Admin Center
  2. Assign:
    • Power Apps Premium license to each user
  3. Confirm users:
    • Are assigned the appropriate SystemsAnalytix app security role (Step 3)

Step 4 – Grant Access

  • Share the app URL with users
  • Users will automatically consume a license when they open the app

Step 5 – Verify Licensing

  • Go to Licensing → Power Apps → Manage capacity
  • Confirm license usage increases as users log in

Troubleshooting FAQ – Power Apps Licensing

Why can’t users access the app?

Most common cause: The user does not have the correct security role(s).

Check:

  • User is assigned the correct SystemsAnalytix application security role(s)
  • Role includes access to the app and required tables

Why do users see “We cannot find any apps for your role”?

This indicates a security role issue, not a licensing issue.

Fix:

  • Ensure the user has the correct security role assigned
  • Confirm the role includes access to the model-driven app

Why aren’t licenses being consumed?

Most common cause: Licenses have not been allocated to the environment.

Check:

  • Go to: Power Platform Admin Center → Licensing → Power Apps → Manage capacity
  • Verify:
    • Licenses are allocated to the correct environment
    • “App passes consumed” increases when users open the app

Why can’t I see users when assigning roles?

There are two common causes:

1. Environment is restricted by a security group

  • Add users to the associated Microsoft 365 (Entra ID) security group
  • Retry assigning roles

2. User hasn’t been added to the environment yet

  • Use + Add user (if available)
  • Or confirm the user exists in your Microsoft 365 tenant

Do I need to assign licenses to individual users?

No.

  • Power Apps Per App licenses are not assigned per user
  • Licenses are allocated to the environment
  • Users automatically consume a license when they open the app

Why are licenses not visible in the Microsoft 365 Admin Center?

This is expected behavior.

  • Per App licenses are not managed or assigned in admin.microsoft.com
  • They are managed in the Power Platform Admin Center only

Can licenses be moved to a different environment?

Yes.

  • Licenses can be reallocated between environments
  • Changes should be planned to avoid disruption

Why does a user still not have access after a role is assigned?

Check the following:

  • The correct environment was used
  • The correct security role was assigned
  • The user is in the correct tenant
  • (If applicable) The user is part of the environment’s security group

How do I confirm everything is working?

  • Users can open the app successfully
  • Data is visible and accessible
  • “App passes consumed” increases in the Admin Center

How do I know which licensing model I am using?

  • If licenses appear in Power Platform Admin Center → Manage capacity → Per App
  • If licenses appear in Microsoft 365 Admin Center and are assigned to users → Power Apps Premium

Do Power Apps Premium users still need security roles?

Yes.

  • A license gives access to the platform
  • A security role grants access to:
    • The environment
    • The app
    • The data

Quick Diagnostic Checklist

If something isn’t working, verify:

  • Licenses are allocated to the correct environment
  • Users have the correct security role
  • Users are visible in the environment
  • Users can access the app URL

Microsoft Documentation References

Licensing Disclaimer

Important:
Licensing for Microsoft Power Platform (including Power Apps, Power Pages, and Dataverse) is defined and governed by Microsoft and is subject to change without notice.

This documentation provides implementation guidance and best practices but does not constitute licensing advice or a binding interpretation of Microsoft terms.

Customers are responsible for ensuring compliance with their licensing agreements. For authoritative guidance, consult Microsoft documentation or your licensing partner.