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Unsure how students have license for power app - maybe power apps per app baseline access?

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Posted on by winston_smyth

We have a single power app that many students use once per year & im unsure how students are licensed to use it.

The app or environment dont have any power app licensing capacity assigned.
Students all seem to have access to the app via "power apps per app baseline access". We have 10,000 of these licenses.

Microsoft Documentation indicates that power apps per app baseline access is no longer used, but it seems to be working for us.

Can anyone advise on the status of power apps per app baseline access and if this really is how our students are gaining app access?

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Building Power Apps

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cdwhite 1,069 Most Valuable Professional on at

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Hi @winston_smyth ,

What's the backend data source for the Power App? Usually its the connectors that are consumed that will dictate licensing requirements. If it's SharePoint, for example, that will likely be included as part of their existing M365 license.

If students have access to the tenant via AD, they should be able to readily build & consume apps & flows in the default environment that use standard connectors, including anything globally shared.

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winston_smyth 90 on at

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Hi @cdwhite
the app uses a premium connector to execute a procedure on sql server.
Everything in the tenant is controlled via security groups.
Licenses are assigned to students via a group.
The power app is shared with this group.

According to how i understand licensing, it shouldnt work for students, but it does!
The only way i can see it working is the power apps per app baseline access as any student without this license is denied access to the app and asked to sign up for a free trial.

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cdwhite 1,069 Most Valuable Professional on at

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Hi @winston_smyth ,

Weird one. I've done a bit of licensing but never heard of this baseline access thing, seems to be legacy. You could potentially look at some outputs from M365 admin to see if they are indeed using trials.

I used to work in the education sector in the UK and there was always something different/quirky with licensing for students compared to regular staff. Not sure if that's a thing here too.

Will do some more digging, hoping someone else may jump in in the meantime with some better licensing knowledge than I. Alternatively, you could always reach out to your license provider or raise a ticket with MS for clarification.

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winston_smyth 90 on at

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Just to add:

students all have an A5 for Students use benefit license also, but i dont believe this is granting the license for the app.

The app was created back in 2020 and has not been updated since. This could be relevant, i dont know.

I will reach out to our licensing partner within the next month but cannot just now, in case they realize its an oversight, flick a switch and access disappears!

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cdwhite 1,069 Most Valuable Professional on at

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Haha, yeah it's a thin line isn't it, do you mention it, do you not 😂 I can't advise on that one I'm afraid!

You could be right if the app was created back in 2020 and the baseline access was also actioned at the same time. Maybe still a hang up or left as-is due to being "legacy". Not one I've come across before but if you or anyone else get to the bottom of it, would love to know!

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