Table of Contents
Why the sharing message matters
Most people don't open training the moment it arrives. They scan the subject line, decide it can wait, and move on. For channels like email, Slack, or Teams (where messages compete with everything else in a busy workday) a generic invitation is easy to ignore and easy to forget.
The sharing message is your best lever for changing that. A well-written message creates a reason to open now rather than later: it connects the content to something the learner is actually dealing with, signals that it's short, and tells them exactly what to do with it once they're done.
The difference between a course that gets opened the same day and one that sits unread for a week often comes down to two fields: subject and message.
Sharing methods that include a message:
Email
SMS
WhatsApp
Slack
Teams
SME review
NOTE: Sharing via link, QR code, or other methods like SCORM mode doesn't include a message step.
The default message (and when it's ok)
7taps provides a default message when you don't write your own. The default varies by channel.
None of the defaults explain why the course matters, what's in it, or what learners should do after. They're functional and direct.
⚠️ The default message is fine for:
Internal testing and previewing your own course
Quick one-off shares with colleagues who already have context
Situations where you've already communicated the "why" through a separate channel (e.g., a team meeting or manager briefing)
⚠️ The default message is not ideal for:
Any formal rollout to a group of learners
Compliance or policy training where completion matters
Onboarding, sales enablement, or behavior-change content
Any situation where learners have no prior context
The rule of thumb: if you'd send a message before assigning training anyway, write it here instead. The sharing message is that communication.
Writing an effective subject line
The subject line is the first thing learners see and determines whether they open at all.
What works
Be specific, not generic. Generic subjects feel like corporate housekeeping. Specific subjects feel relevant.
❌ Generic | ✅ Specific |
"New training assigned" | "Handle price objections in 3 steps" |
"Please complete this course" | "New return policy - what's changed" |
"Learning path: Leadership" | "2 minutes on giving feedback that sticks" |
Lead with value, not obligation. "You have a new course" is an obligation. "How to cut your onboarding calls in half" is a reason to open.
Use numbers when you can. Specificity ("3 steps", "2 minutes", "5 things") signals that the content is focused and respects the learner's time.
Match the tone of your workplace. A casual team might respond better to "Quick one before Friday's call 👇" than "Please review the attached training module." Neither is wrong, just match your culture.
Character limit
The subject line has a 160-character limit. That's plenty. Most strong subject lines land well under 60 characters. If you're hitting the limit, it's usually a sign the subject is trying to do too much.
Subject line formula
[Outcome or skill] in [time or number of steps]
Examples:
"Spot a phishing email in 60 seconds"
"3 ways to open a discovery call"
"What's new in the Q2 product update"
NOTE: Only the Email and SME review share methods include a subject line.
Writing an effective message to learners
The message body has one job: bridge the gap between receiving the link and opening it. Keep it short. Two to four sentences is ideal.
The four elements of a good message
1. What it is — one sentence on the topic. Not the full syllabus, just the focus.
2. Why it matters to them — connect it to something real in their day-to-day. Not "the company needs you to complete this" but "this will help you when X happens."
3. What to do after — give learners one clear action to take once they've finished. This is the bridge from learning to behavior.
4. How long it takes — learners are more likely to start something if they know it won't swallow their afternoon. "It takes about 3 minutes" removes hesitation.
The formula
"This helps you [specific outcome]. After completing, [one action to take]. It takes about [time]."
Simple, direct, and effective.
5 Ready-to-use templates
Copy, paste, and adapt these to your context.
1. Compliance or Policy Update
Subject: What changed in [Policy Name]: 3 things to know
Message:
This covers the key updates to [policy name] that went into effect [date/recently]. After completing, use the checklist at the end to confirm your team is aligned. Takes about 4 minutes.
2. Onboarding / New Hire
Subject: Your first 5 minutes with [topic or tool]
Message:
This is a quick orientation to [topic]: the things that will actually matter in your first week. After completing, you'll know [specific outcome]. Takes about 3 minutes, and there are no wrong answers.
3. Sales Enablement
Subject: Handle [objection or situation]: here's what works
Message:
This covers [specific skill, e.g., responding to price objections] using real examples from our top performers. After completing, try one of the approaches in your next call and note what landed. Takes about 5 minutes.
4. Process or Product Update
Subject: [Feature/Process] is changing: here's what you need to know
Message:
We've updated [feature/process]. This walks you through what's different and why. After completing, apply the new [step/approach] starting [date or "right away"]. Takes 3 minutes.
5. Skill Reinforcement / Follow-Up
Subject: Quick recap before [event, call, or deadline]
Message:
This is a short refresher on [topic] ahead of [event/date]. It's designed to take less than 5 minutes and surface the one or two things worth keeping top of mind. There’s no new material, just a few key things to keep top of mind.
The reminder feature
When sharing a course, you'll see the option to Send reminder in 2 days. This is enabled by default and sends a follow-up nudge to learners who haven't completed the course. The timing is adjustable; "2 days" is a dropdown, not a fixed value.
The reminder has its own subject line and message, separate from your original share. Both are editable, and there's a "Reset to default message" option if you want to start over. This means you can (and should) write a reminder message that acknowledges the learner has already received this once, rather than sending what reads like a duplicate.
For example, instead of repeating your original message:
"Just a quick nudge —you haven't completed [course name] yet. It takes about 3 minutes and will help you [specific outcome]. Tap below when you're ready."
⚠️ SME review shares do not include a reminder: the reminder feature is only available when sharing with learners.
When to keep the reminder on ✅
Compliance or required training where completion matters
Any rollout where you need high completion rates
Onboarding content that has a deadline
When to turn it off
Casual or optional reads where you don't want to pressure learners
Content shared as a reference resource rather than assigned training
Situations where you're already following up through another channel (e.g., a team meeting or manager check-in)
A note on sharing for review
7taps has a separate sharing flow for sending a course to a reviewer (such as a subject matter expert or manager) before it goes live. This flow has its own default message: "You've been asked to look through [course name] and leave any comments you find helpful". And its own subject line: "You've been invited to share feedback."
The guidance in this article applies here too. A more specific message to your reviewer will get you better, faster feedback.
For example:
Subject: Quick review needed: 2 things to check
Message: I'd love your eyes on this before I send it to the sales team. Specifically: does the objection-handling scenario in card 4 feel realistic, and is the tone right for a frontline audience? Takes about 5 minutes to go through.
That's far more useful to a reviewer than a generic invite and it focuses their attention on what actually matters to you.
Common Mistakes to Avoid
Mistake | Why it hurts | Fix |
Skipping the message entirely | Learners receive a link with no context = open rates drop | Always write at least a one-liner with the "why" |
"Please complete the training below" | Feels like a task, not a benefit | Lead with what learners will be able to do |
Too long | Learners won't read a paragraph before even opening the course | Keep the message to 2–4 sentences max |
No action after completing | Learning stops at the course and behavior doesn't change | Always include one thing to do or try after |
Same message for every course | Learners tune it out over time | Vary the angle (outcome, urgency, curiosity) to keep it fresh |
Forgetting to mention time | Learners don't start things that feel open-ended | Add "Takes about X minutes" (even an estimate helps) |
Quick Reference: What a Great Sharing Message Looks Like
Subject: Handle customer complaints in 3 steps
Message: This covers the most common escalation patterns and what
actually works to de-escalate fast. After completing, use
the framework in your next difficult call. Takes about 4 minutes.
That's a subject that earns the open, a message that answers "why me, why now," a clear post-course action, and a time estimate that removes hesitation.
Need help? Reach out to the 7taps team at support@7taps.com or visit the Help Center for more resources on course creation and delivery.