How to Schedule a Fax to Send Later
Prepare a fax now and have it go out at the right time, up to 90 days ahead. Here is how scheduling works in FaxToFax and when it is useful.
Not every fax should go out the moment it is ready. A recipient's office may be closed, a document may only be valid after a certain date, or you may simply want to prepare tomorrow's work today. FaxToFax lets you schedule any fax to send automatically at a date and time you choose, up to 90 days in advance.
Why schedule a fax?
- Business hours. Some offices prefer faxes during staffed hours so documents are handled promptly rather than sitting overnight.
- Time zones. If you work in Vancouver and the recipient is in Toronto, scheduling avoids a fax landing after their office closes.
- Deadlines and effective dates. Notices, renewals and reminders can be prepared in advance and timed precisely.
- Batching your work. Prepare a week of routine faxes in one sitting and let them go out on schedule.
- Coverage. If you will be out of the office, scheduled faxes still go out.
Step by step: scheduling a fax
- Sign in. Go to FaxToFax in your web browser, enter your email address and type the one-time code we send you. There is no password to remember.
- Open the composer. Choose Send a fax from the dashboard.
- Add recipients. Choose the recipient’s country, then type the fax number. You can also pick saved contacts. Up to 50 recipients are allowed on one fax, and FaxToFax shows each number back to you, with its flag, before anything is sent.
- Prepare the cover page. Your logo and letterhead are applied automatically. Choose a template, add a note, and apply marks such as Urgent, For review, Please reply or Confidential.
- Attach documents. Add PDF, PNG or JPG files up to 25 MB in total.
- Open More options and choose Schedule. Instead of sending now, select Schedule and pick a date and time up to 90 days ahead.
- Confirm. Review the summary and confirm. The fax appears in your Sent list as scheduled.
Managing scheduled faxes
Scheduled faxes are listed in your Sent list until they are sent. Before the scheduled time you can open one to review its recipients and attachments, and cancel it if plans change. Once it sends, the fax moves to your sent history and its delivery receipt becomes available.
If you work on a team, permissions follow your role. Members can schedule faxes, while viewers can see activity but not send. Owners and admins can review team activity in the audit log, which records when a fax was scheduled, cancelled or sent.
What happens at send time
At the scheduled time, FaxToFax places the fax to each recipient. When the transmission finishes you receive a delivery receipt for each recipient, showing the number, the time and the pages delivered, or the reason a delivery could not be completed. If a delivery fails, you can retry it from the fax’s page.
Scheduling and page allowances
Pages are counted when a fax actually sends, not when you schedule it. Your Personal plan includes 200 pages per month and Business includes 500. If you schedule a large batch, keep an eye on your remaining pages for the month in which it sends.
Good practices
- Keep the documents current. If a form is revised after you schedule a fax, cancel and reschedule with the new version.
- Do not schedule time-critical clinical or legal documents far in advance if circumstances may change.
- Use the cover page note to explain any timing, for example "Effective November 1."
- Review your Sent list at the start of each week.
Related guides
New to sending? Start with how to send a fax online from your computer, or learn how to send one fax to multiple recipients. Ready to try it? Get started.
