Every course in your 7taps account has a sharing status that determines whether learners can access it. This guide explains how to quickly identify which courses are live and accessible versus which exist only in your account, plus how to filter and manage courses by their sharing status.
In This Article
Account-Level Overview: Usage Limits Menu
Before diving into individual course indicators, you can see your account's overall sharing status at a glance:
Accessing the Usage Limits Menu
Click the main menu in the top right corner of your dashboard
Select "Usage Limits" from the dropdown menu
View your sharing summary:
Total number of shared courses in your account
Your plan's course sharing limit
How many additional courses you can share
Other usage metrics (depending on your plan)
Example: If you see "15/25 shared courses," this means:
15 courses are currently accessible to learners
Your plan allows up to 25 shared courses
You can share 10 more courses before reaching your limit
Why This Matters
Before Sharing New Content:
Check if you're approaching your plan limit
Identify if you need to archive old courses to free up slots
Understand capacity for upcoming projects
During Content Audits:
Quickly verify your total shared course count
Compare against what you see filtered on your dashboard
Identify discrepancies that might need attention
⚠️ Important: This number reflects courses that are currently shared (showing "Analytics" button), not your total course count. Unshared/draft courses don't count toward this limit.
Pro Tip: If you're at or near your sharing limit, use the dashboard filter to show only "shared courses" and identify candidates for archiving. This frees up slots for new content without deleting courses permanently.
Quick Visual Reference
Shared Course Indicators
Analytics button visible = Course is live and accessible
Learners can access it through your enabled sharing methods
Engagement data is being collected
The course is "in production"
Unshared Course Indicators
Share button visible = Course exists but isn't accessible
No one outside your account can view it
Course is in draft or archived state
No sharing methods are currently active
⚠️ Important: The presence of a "Share" button doesn't mean the course was never shared, it means it's not currently accessible to learners.
Dashboard Visual Indicators
7taps makes sharing status immediately visible on your main dashboard and within folders:
What You'll See on Course Cards
Shared Courses Display:
"Analytics" button on the course card
This confirms the course is actively accessible
Indicates engagement data is available
Shows at least one sharing method is enabled
Unshared Courses Display:
"Share" button on the course card
Course exists in your account only
No active sharing methods enabled
Not accessible to any learners
Why This Matters: This at-a-glance system lets you quickly audit your content library without opening individual courses. You can immediately see which courses are in production versus which are drafts or archived.
Checking Detailed Sharing Status
For a comprehensive view of exactly how a course is shared:
View All Active Sharing Methods
Locate the course on your dashboard or in a folder
Click the three-dot menu (⋮) on the course card
Select "Share" from the dropdown
Review the Sharing menu which shows:
Whether the course is currently shared or unshared
All active sharing methods (link, QR code, integrations, etc.)
Specific settings for each method
Distribution configuration
What You Can See:
Which sharing methods are enabled (web link, QR code, Slack, Teams, etc.)
Custom sharing messages you've created
Integration settings (if connected to HRIS, LMS, etc.)
Learning Path inclusion (if applicable)
Pro Tip: Use this detailed view when troubleshooting learner access issues or before making changes to sharing settings.
Filtering Courses by Sharing Status
Quickly organize your dashboard to show only shared or unshared courses:
How to Filter
Navigate to your main dashboard or any folder
Click the filter button in the top right corner
Select your filter criteria:
Show only shared courses
Show only unshared courses
Show all courses (default)
When to Use Filtering
Show Only Shared Courses When:
Auditing active learning content
Reviewing what learners currently have access to
Planning updates to live courses
Generating reports on distributed content
Show Only Unshared Courses When:
Finding draft courses to complete
Locating archived content to reactivate
Cleaning up your workspace
Identifying courses that need sharing setup
Remember: Filters apply to your current view (dashboard or specific folder) and reset when you navigate away.
What "Shared" Actually Means
Understanding the distinction between shared and unshared is critical for managing learner access:
A Course is "Shared" When:
At least one sharing method is enabled (link, QR, integration, Learning Path, etc.)
Learners can access it through the enabled method(s)
Analytics are being collected from learner interactions
The "Analytics" button appears on the course card
A Course is "Unshared" When:
No sharing methods are currently active
All previous sharing methods have been disabled or the course was archived
No one outside your account can access it
The "Share" button appears on the course card
⚠️ Critical Distinction: "Unshared" doesn't mean "never shared"—it means "not currently accessible." If you previously shared a course and then archived it or disabled all sharing methods, it becomes unshared.
Common Questions About Course Visibility
Q: I see a "Share" button on a course I already shared. What happened?
This happens when:
You archived the course (removing all active sharing)
You disabled all sharing methods
The course was removed from all Learning Paths
Integration settings changed (HRIS sync stopped, etc.)
To fix it: Click "Share" and re-enable your desired sharing method(s).
Q: Can learners still access a course if I see the "Share" button?
No. The presence of the "Share" button definitively means the course is not currently accessible to learners through any method. Any previous sharing links will show an error or unavailable message.
Q: If I filter to show only "shared" courses, will Learning Path courses appear?
Yes. Courses included in active Learning Paths are considered shared, even if they don't have standalone sharing methods enabled. The Learning Path enrollment is the sharing method.
Q: Do unshared courses still count toward my course limit?
No. Only shared courses count toward your plan limits,
Q: Can I have a course shared via link but not in a Learning Path?
Yes. Sharing methods are independent. You can:
Share only via link (no Learning Path)
Share only via Learning Path (no standalone link)
Share via both simultaneously
Share via multiple methods at once
The "Analytics" button appears as long as at least one sharing method is active.
Q: What happens to analytics when I unshare a course?
Analytics data is preserved. Historical engagement data remains accessible even after you unshare a course. However, no new data will be collected until you share it again.
Best Practices for Managing Sharing Status
Regular Audits
Weekly: Filter to "shared" courses and review active content
Monthly: Check unshared courses for drafts that should be published
Quarterly: Verify sharing methods still align with distribution strategy
Before Making Changes
Check detailed sharing status before disabling methods
Verify Learning Path inclusion before archiving courses
Review analytics to confirm course is no longer needed
When Troubleshooting Access Issues
First check: Does the course show "Analytics" or "Share" button?
If "Share" button: Course is definitely not accessible—enable sharing
If "Analytics" button: Check specific sharing methods for configuration issues
Use filters to audit all shared content systematically
Related Resources
Learn more about sharing methods:
Sharing Your Content: Complete Distribution Guide
Understand Learning Paths and sharing:
Learning Paths Overview
Need Help?
If you're seeing unexpected sharing status or need assistance managing course visibility, contact our support team using the help button in your 7taps dashboard.
Key Takeaways
✅ Visual indicators make status obvious: Analytics button = shared, Share button = unshared
✅ Detailed view shows all methods: Use the three-dot menu → Share to see comprehensive status
✅ Filters help you organize: Show only shared or unshared courses with one click
✅ Unshared doesn't mean deleted: Courses exist in your account but aren't accessible to learners
✅ Multiple sharing methods possible: A course can be shared in many ways simultaneously