Can multiple people share one fax number?

Yes. Everyone in a Fax Pigeon practice shares one fax number, one inbox and one page allowance, and adding people costs nothing on any plan. Each person signs in as themselves, so the inbox shows who assigned a fax and who wrote each note. Plans start at $4.99 a month billed annually for 200 pages.

How do I assign a fax to someone else?

Open the fax in the inbox and pick a colleague in the Assigned to box. The fax moves from Unassigned to Assigned and shows who assigned it and when. Anyone can also take a fax with Assign to me, and the Assigned to me filter lists a person's own queue. Marking it reviewed records that someone handled it.

Does a shared fax inbox cost extra per user?

No. Every Fax Pigeon plan includes unlimited people at no extra cost. Plans differ only in pages a month and the price of an extra page, from $4.99 a month billed annually for 200 pages to $159.99 billed annually for 10,000. Sent and received pages count against one allowance for the whole office.

What can a Member do in a shared fax inbox?

A Member sends faxes and works the whole inbox: assign, review, archive and add notes. A Member edits only the contacts they added, and cannot invite or remove people or change billing, practice settings or the fax number. A Manager also invites and removes Members, and the Owner controls billing and the number.

Is a shared fax inbox HIPAA compliant?

It can be. The Security Rule asks for a unique name or number for each user and audit controls that record activity (45 CFR 164.312(a)(2)(i) and 164.312(b)), and the practice needs a signed BAA with the service. Fax Pigeon gives each person their own sign-in, logs activity and signs the BAA at signup on every plan.

October 8, 2026

Shared fax inbox for a small office

Fax Pigeon gives a small office one fax number and one shared inbox for unlimited people, with assignment, notes and roles, from $4.99 a month billed annually for 200 pages.

An old desktop fax machine with a handset and a coiled cord on a white desk

Fax Pigeon gives a small office one fax number and one shared inbox for unlimited people, from $4.99 a month billed annually for 200 pages. Anyone in the practice can assign a fax to a colleague, add a note and mark it reviewed. Adding a person costs nothing on any plan.

Why does a shared inbox beat forwarding faxes by email?

When faxes arrive as email attachments in one person's mailbox, that person becomes the office's router. Every forward is another copy of the record, sitting in a mailbox the fax service no longer controls. Nothing shows whether a fax was handled, or by whom. If the router is out for a week, the faxes wait with them.

A shared inbox keeps one copy behind a sign-in. Each fax has a status (Unassigned, Assigned, Reviewed or Archived), a name on it once someone takes it, and one thread of notes. Everyone in the practice sees the same state.

The Security Rule puts two requirements on a setup like that. Each user needs a unique name or number, so activity traces to a person (45 CFR 164.312(a)(2)(i)). The system must also record and examine activity involving ePHI, electronic protected health information (45 CFR 164.312(b)). A shared password fails the first. A copy forwarded into a mailbox leaves the second behind, because the service's record ends where the email begins. In Fax Pigeon every person signs in as themselves, and one signed Business Associate Agreement (BAA) covers everyone you add. The email side of the argument is in Is online fax more secure than email?

What can each person do in the practice?

Role	What it can do
Owner	Everything: billing, the fax number, roles, porting, deletion and every setting, plus the whole inbox
Manager	Works the inbox, invites people as Members, removes Members, edits and deletes any contact. Cannot change roles or billing
Member	Sends faxes and works the whole inbox: assign, review, archive, add notes. Edits only the contacts they added. Cannot invite or remove anyone or change billing, settings or the number

Every role works the same inbox. HHS's summary of the Security Rule names the principle: authorize access to ePHI by the role a person holds, which it calls role-based access. Here the roles decide who can add people, remove them and change billing or the number.

How do you assign a fax to a teammate?

A new fax lands in the inbox as Unassigned, with its AI summary: the kind of document, the person it concerns and a one-line description.
Anyone opens it and picks a colleague in the Assigned to box, or takes it with Assign to me.
The fax now shows who has it and who assigned it. The Assigned to me filter lists each person's own queue, and the Unassigned tab lists what nobody has taken.
The assignee marks it reviewed.

Reassigning uses the same picker. When someone leaves the practice, the faxes assigned to them return to Unassigned.

Each row in the inbox shows the sender, the summary, the assignee, a count of notes, the status, the pages and the date. Every status tab carries its count, so the number of Unassigned faxes sits on the tab.

What happens when the person who handles faxes is out?

Because the inbox is shared, anyone can open the Unassigned tab and take the next fax with Assign to me. Faxes already assigned to the absent person stay under their name, and any teammate can move them with the same picker. The Notes thread on each fax shows what has been done, so the person who takes over does not start from zero.

Where do notes and notifications fit?

Every fax carries a Notes thread the whole practice can read. Each note shows its author and when it was added. People delete their own notes, and the Owner can delete any.

The Owner picks their own alert: an email for each received fax, a daily digest, or none. Everyone else can switch on the daily digest for themselves. The email shows the page count and a link. The fax stays behind the sign-in.

What does a shared inbox cost for a team?

Fax Pigeon bills by pages, not people. One number, one inbox and one page allowance serve the whole practice, and sent and received pages count together. Billed annually, Basic is $4.99 a month for 200 pages ($5.99 month to month), Standard is $9.99 for 500 pages, and Plus is $16.99 for 1,000. The largest plan, Max, is $159.99 for 10,000. An extra page costs 10¢ on Basic and 2¢ on Max. Every plan has every feature, so a six-person office pays what a one-person office pays for the same pages. All six plans are on the pricing page.

Who should switch

Switch if one person's mailbox is where faxes wait to be forwarded, or if "who has this fax?" has no answer you can see. Move the number first: begin the port from Settings, keep the old account until the number lands, then cancel it, as the steps for moving a number without losing it lay out.

* Fax Pigeon prices and plan terms as of October 8, 2026.

Frequently asked questions

Can multiple people share one fax number?: Yes. Everyone in a Fax Pigeon practice shares one fax number, one inbox and one page allowance, and adding people costs nothing on any plan. Each person signs in as themselves, so the inbox shows who assigned a fax and who wrote each note. Plans start at $4.99 a month billed annually for 200 pages.
How do I assign a fax to someone else?: Open the fax in the inbox and pick a colleague in the Assigned to box. The fax moves from Unassigned to Assigned and shows who assigned it and when. Anyone can also take a fax with Assign to me, and the Assigned to me filter lists a person's own queue. Marking it reviewed records that someone handled it.
Does a shared fax inbox cost extra per user?: No. Every Fax Pigeon plan includes unlimited people at no extra cost. Plans differ only in pages a month and the price of an extra page, from $4.99 a month billed annually for 200 pages to $159.99 billed annually for 10,000. Sent and received pages count against one allowance for the whole office.
What can a Member do in a shared fax inbox?: A Member sends faxes and works the whole inbox: assign, review, archive and add notes. A Member edits only the contacts they added, and cannot invite or remove people or change billing, practice settings or the fax number. A Manager also invites and removes Members, and the Owner controls billing and the number.
Is a shared fax inbox HIPAA compliant?: It can be. The Security Rule asks for a unique name or number for each user and audit controls that record activity (45 CFR 164.312(a)(2)(i) and 164.312(b)), and the practice needs a signed BAA with the service. Fax Pigeon gives each person their own sign-in, logs activity and signs the BAA at signup on every plan.
Can my team get fax notifications by email?: Yes. The Owner can get an email for each received fax or a daily digest, and everyone else can switch on the daily digest for themselves. The email shows the page count and a link, and the fax stays behind the sign-in. Every inbound fax also arrives in the inbox with an AI summary.

Fax Pigeon

HIPAA-compliant fax with a signed BAA on every plan

Plans start at $4.99 a month, billed annually, for 200 pages, with your own number and unlimited people. Your first fax is free.

Free porting of your local number
Fax from your email
AI summary of every inbound fax
E-signatures
Contact management
Delivery proof

Plans and pricing

Know a practice that still faxes? Refer it through the referral program and earn 20% of its plan, every month it stays.