Who can use this feature?
Available on Enterprise plans.
Accessible to Owners and Admins on Web App.
This checklist walks account Owners and Admins through everything a new site needs, from getting its fax number to confirming the first fax arrives. Following the same steps for every location keeps your account organized as you grow.
Before you start
Have these details ready for the new location:
- The location's name, as you want it to appear in your account (for example, "Springfield Clinic").
- Whether the location needs a new fax number or will keep an existing one.
- The list of staff who will send or receive faxes there, with their work email addresses.
- Who will manage the location day to day, such as a practice or office manager.
Tip: If your organization is new to Fax.Plus, start with our Fax.Plus Enterprise Admin Onboarding video series. This article covers adding each new location after your account is set up.
Step 1: Get a fax number for the location
Each location usually has its own fax number, so senders such as referring providers, pharmacies and insurers always reach the right team.
- Need a new number? Buy one from the Numbers section of your Dashboard. See What types of numbers are available to acquire with Fax.Plus?
- Keeping the location's current number? Port it to Fax.Plus so senders don't need to update their records. See What is the process for number porting with Fax.Plus?
Note: Porting takes time and depends on the current provider. Keep the location's existing fax service active until the port is complete, so no incoming faxes are missed.
Step 2: Give the number a clear name
Add a Friendly Name to the number, such as the location name. This makes it easy for admins and staff to see which number belongs to which site, especially once you have many locations. See How can I assign a Friendly Name to a fax number?
Step 3: Add the location's team
Invite each staff member who will use Fax.Plus at the new location. See How can I add members to my account?
If your organization uses single sign-on (SSO), add users through your identity provider instead. See How can I invite new team members to my SSO-enabled account?
Step 4: Set roles and manager access
Decide who can see and manage what at the new location:
- Give the location's manager the right role, so they can support their team without needing full account access. See Understanding roles and permissions: Owner, Admin, Member and Manager.
- If managers should see their team's incoming and outgoing faxes, set up your account hierarchy. See Can an admin see all incoming and outgoing faxes for the team?
Step 5: Assign the fax number
Assign the location's number to the staff who should receive its faxes. Everyone assigned to a number receives its incoming faxes in their Fax.Plus Inbox and by email notification.
- How can I assign a fax number to a member in my team?
- How can I assign one fax number to multiple members in my team?
Keep page usage in check: When a number is assigned to several users, each incoming page counts against your quota once per assigned user. A 1-page fax on a number shared by 5 users uses 5 pages. Assign each number only to the people who need to receive its faxes. Other staff can still send faxes using your account's default caller ID.
Step 6: Set up sending for the location
Make sure faxes sent from the new location look right and reach recipients:
- Caller ID: Check which number appears as the sender for the location's staff. See What is the preset/default caller ID, and how can I modify it? If a user has several numbers, see How can I send faxes from my multiple assigned fax numbers?
- Fax header: Add the location or organization name to the line printed at the top of every page. See How can I customize my fax header?
- Cover sheet: Add the location's full contact details and logo. See How can I add a cover sheet to my fax?
- Sending from email: Let staff fax straight from their email client. See How do I enable Email-to-Fax for multiple team members?
Sending patient information? If your account is HIPAA or PHIPA compliant, staff should use secure TLS email-to-fax at @tls.fax.plus. See Email-to-Fax for HIPAA & PHIPA Compliant Fax.Plus Accounts.
Step 7: Test before you go live
Before announcing the new number to senders, run a quick test:
- Send a test fax from the location to another fax number you control, and check that the header and cover sheet look right.
- Send a test fax to the location's number, and confirm it reaches every assigned staff member.
- If staff use email-to-fax, send one test fax from email as well.
Once the tests pass, share the new fax number with referring providers, partners and other regular senders.
Step 8: Check usage after the first weeks
After the location has been live for a few weeks, review its activity in Analytics. This shows whether staff are using the account and whether your plan still fits your total volume. See How can I track fax consumption within my team?
When staff change or a location closes
- Someone leaves: Remove them from the account, and reassign any numbers that were only assigned to them so no faxes are missed. See How can I add or remove users from my team?
- A location closes or merges: Reassign its number to the team that will handle its faxes, or contact our support team to discuss your options before removing the number.
New location checklist
Copy this checklist for each new location:
| Task | Done |
|---|---|
| Fax number bought, or porting request submitted | ☐ |
| Friendly Name added to the number | ☐ |
| Staff invited to the account | ☐ |
| Location manager given the right role | ☐ |
| Number assigned only to staff who receive its faxes | ☐ |
| Caller ID, fax header and cover sheet checked | ☐ |
| Email-to-fax enabled, if used | ☐ |
| Test fax sent and received | ☐ |
| Usage reviewed in Analytics after the first few weeks | ☐ |
Need help setting up a new location? Our support team is happy to help. Just reach out with your account email and the location you're adding.