Licences power apps per App plan

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Posted on by gikido

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Hello everyone,

I developed a Canvas app for a client. They have 10 Power Apps Per App Plan licenses, and I would like to know how these licenses are assigned.

Thank you.

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MM-12021855-0 2 on at

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Per App Plan is not assigned to an user. They are assigned to the environment through the admin center and work like application seats.

You must also enable its use on the app through its properties.

Anyway, they have just retired that plan and while you can keep the licenses you've already bought, you can't add new ones.

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Sunil Kumar Pashikanti 2,318 Moderator on at

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@gikido

Power Apps Per App licenses (which Microsoft is officially phasing out starting January 2026) do not work like traditional user-based licenses. Instead of assigning a license directly to a person, they work as a shared capacity pool called App Passes.

These App Passes are allocated to an environment.

Then automatically claimed by users when needed.

That pass stays with them until an admin removes it.

Access is strictly controlled by the number of App Passes available.

Follow the 3-step process to get your 10 licenses working: About Power Apps per app plans (provided in detail with screen shots)

https://learn.microsoft.com/en-us/power-platform/admin/about-powerapps-perapp#steps-for-using-per-app-plans

1. Allocate Capacity to the Environment

First, you must move the licenses from your tenant "pool" into the specific environment where your Canvas app lives.

Log into the Power Platform Admin Center.

Go to Resources > Capacity.

Select the Add-ons tab.

Click Manage on the "Power Apps per app" tile.

Select your Environment and enter 10 in the "App passes" field. Save your changes.

2. Enable the App for Licensing

For a Canvas app to "consume" these passes, a specific setting must be enabled within the app itself.

Open the Power Apps Maker Portal.

Select your app and click Settings.

Under the General tab (or Per-app licensing section), ensure the toggle for Auto-assign per app passes is set to On.

Note: This is usually "On" by default for apps created after 2020, but it is worth double-checking.

3. Sharing and Consumption

Share the app: Share the Canvas app with your 10 users (or a security group) as you normally would.

Automatic Assignment: The moment a user opens the app for the first time, one of the 10 "App Passes" is pulled from the environment’s capacity and "sticks" to that user.

References:

Power Apps Per App licenses

Power Platform Licensing FAQ

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SebS 4,826 Super User 2026 Season 1 on at

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Here’s how it works:

Purchase Power Apps per app plans

Allocate per app plans to environments

Set up apps to use per app plans

Share the app

Here is more details :

https://learn.microsoft.com/en-us/power-platform/admin/about-powerapps-perapp?source=recommendations

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gikido 1,032 on at

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@MM-12021855-0 @Sunil Kumar Pashikanti @SebS

Thank you for your responses.

I have a question: if a per-app license is automatically assigned to a user and later we want to assign it to another user, how can we do that? I read in another forum that after 30 days you have to reassign the license to users.

Thank you.

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Sunil Kumar Pashikanti 2,318 Moderator on at

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@gikido

When a user opens an app that requires a Per App pass, they consume one pass from the environment’s license pool.

The Community Theory

Many forum discussions say this: If the user doesn’t open the app for 30 days, the pass automatically drops off their account and goes back into the pool.

The Reality: Microsoft’s official documentation does not clearly promise this behavior.

In some tenants:

The pass appears to stay allocated to the user for a long time.

It may not return automatically.

It sometimes only gets reclaimed when the environment runs low on available passes and the system tries to rebalance usage.

In short: the “30-day lease” is observed behavior — not an officially guaranteed rule.

Don’t Rely on Automation — Manage It Manually

Because the 30-day reclaim is not officially documented policy, the only way to be completely sure a pass is available is to manage it yourself.

If a user no longer needs access, or if an employee leaves, don’t wait for the system to reclaim the pass.

Instead:

Go to the Microsoft Power Platform Admin Center.

Navigate to Resources > Capacity.

Under Add-ons (or the Per App section), click Manage or View details.

Identify the allocated user.

Manually remove the user assignment.

When you remove the user, the pass immediately moves back into the Available pool.

No guessing. No waiting.

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gikido 1,032 on at

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@Sunil Kumar Pashikanti

Thank you for your clarifications.

I would now like to know the license overview — how many have been assigned and how many are still available. Could you please let me know where I can check this information?

Thank you

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Sunil Kumar Pashikanti 2,318 Moderator on at

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@gikido,

Power Platform Admin Center (BEST & OFFICIAL PLACE)
Microsoft now provides a dedicated Licensing dashboard.
How to access it:

Go to Power Platform Admin Center:

https://admin.powerplatform.microsoft.com

Left navigation → Licensing

Under Products, select Power Apps

Open the Summary tab

What you will see (according to Microsoft Docs):
Per App Licenses section shows:

Purchased licenses – total Per App passes you own

Allocated licenses – how many Per App licenses you assigned to environments

Used / Consumed – number of users who actually launched the app using a Per App license

This is the ONLY place where Per App license allocation is visible.
Per App licenses are NOT assigned to users directly, they are assigned to environments.

References:

View license consumption for Power Apps (preview) - Power Platform | Microsoft Learn

✅ If this answer helped resolve your issue, please mark it as Accepted so it can help others with the same problem.
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