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How to set up a fax app for your team

When a whole team relies on one fax machine, documents go missing, nobody knows who took what, and the person who sits nearest the machine becomes the unofficial fax clerk. A shared online fax account fixes most of that, provided you set it up thoughtfully. This faxapp.ca guide walks through setting up a team on FaxToFax.com, from choosing a plan to deciding who can see what.

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Pick the right plan

Team features sit on the Business plan. Business is $14.99 for the first month, then $39.99 a month, and includes 500 pages a month (sent and received), five users and a shared inbox. Extra users are $10 a month each, and pages beyond 500 are $0.07 each. If you need more than that, Enterprise is priced on request. The Personal plan is for one user only.

Before you choose, estimate monthly pages by checking your old machine's counter or recent phone bills, and remember that received pages count too. At faxapp.ca we suggest starting with a realistic estimate and reviewing usage after the first month; it is easier to adjust than to guess perfectly.

Also decide who will be the account owner. Pick someone who will stay in the role, such as an office manager, rather than whoever happens to sign up first, since the owner controls security settings for everyone.

Set up the account and invite people

Have the person who will own the account sign up with a work email and the one-time code.
Choose the team's fax number. A local number in your area code is familiar to clients; a toll-free number suits organisations with callers across Canada.
Activate the account on the Business plan.
Add extra fax numbers if departments need their own. Each extra number is $5 for the first month, then $10 a month.
Invite each team member using their work email address. They sign in with a one-time code, so there are no shared passwords to manage.

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Assign roles carefully

FaxToFax has four roles. Give each person the least access that lets them do their job.

Owner: controls the account, billing and security settings such as the idle sign-out time.
Admin: helps manage the team and day-to-day settings.
Member: sends and works with faxes as part of normal duties.
Viewer: can look at faxes without sending, which suits staff who only need to check that something arrived.

Agree how the shared inbox will work

A shared inbox only helps if everyone knows the routine. Decide who checks it, how often and what happens to each fax once handled. A simple rule, such as the receptionist reviewing new faxes each hour and passing them to the right person, prevents both duplicated work and faxes nobody opens.

Received faxes stay in the encrypted inbox and are never emailed, so build your process around signing in rather than forwarding. In-app and browser alerts help people notice new arrivals.

Write the routine down in a few lines and share it with the team, including what to do with a fax that arrives for someone who is away. A short written process also helps new staff get up to speed quickly.

Tighten security and records

Healthcare and legal teams should also review their obligations under PHIPA, PIPEDA or their law society's rules, and confirm the setup fits their own policies.

Ask everyone to turn on two-step verification.
As owner, set the idle sign-out to 15, 30 or 60 minutes. Thirty is the default; shorter suits front desks and shared computers.
Create cover page templates with your logo so all outgoing faxes look the same.
Set retention controls so faxes are purged automatically after the period your records policy allows.
Review the append-only audit log from time to time, and export it as CSV for your records. It lists every view, download and send.
Remove users promptly when they leave the organisation.

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