Step 7: How to Set Up Scheduled Refresh in Power BI Service

Once your dataset is live in Power BI Service, you can automate the refresh process to ensure your report always reflects the latest data.

Here’s how to set up a scheduled refresh directly inside Power BI Service:

Step 1: Go to Power BI Service

• Open https://app.powerbi.com.

• Navigate to My Workspace where your Semantic Model  is located.

Step 2: Open Dataset Settings

1. You will see the Schedule refresh icon on the left of the 3 dots.

Or

1. Click the three dots (⋮) next to your Semantic Model.

2. Select Settings from the dropdown.

Step 3: Configure Scheduled Refresh

1. Scroll down to the Scheduled refresh section.

2. Toggle Keep data updated to On.

3. Set your preferred time zone.

4. Choose your refresh frequency (you can set up to 8 refreshes per day on Free/ and 48 on Pro accounts).

5. Select the specific times you’d like Power BI to automatically refresh your dataset.

   
   

💡 Tip: Align your refresh slots with the time you usually update your Excel file.

Step 4: Apply

• Click Apply at the bottom to save your refresh schedule.

Important Notes to Keep in Mind 🚩

• If you are using a gateway (because your files are offline/local), your computer must be ON and connected to the internet during the scheduled refresh window.

  
  

• If Power BI encounters 4 consecutive refresh failures, the scheduled refresh will automatically turn off to prevent further issues. You’ll need to manually re-enable it after fixing the problem.

  
  

• If your files are 100% online/cloud-based (e.g., OneDrive, SharePoint, or Google Sheets API), no gateway is required, and Power BI Service will refresh directly from the cloud—meaning your computer doesn’t need to stay on.

✅ Done!

Power BI will now automatically refresh your dashboard based on the schedule you set.