An onboarding packet goes out to several new hires, forms come back by fax over the next days, and HR has to know who has returned what and whose signature line is still empty. With Claude or ChatGPT connected to Fax.Plus through MCP, that becomes a routine: one word sends the packet to a contact group after you review the list, another checks the returned forms off your required list, and a third shows what is still missing. Below is the process, how to set it up once, and example results with simulated forms and fictional people.
Everything here is an example. Change the prompts, the order and the times to fit how you work; nothing is set in stone.
Before you start
- Use an active Fax.Plus Basic plan or higher and an existing authorized Fax.Plus MCP connection.
- MCP is unavailable for accounts with Advanced Security Controls, including HIPAA and PHIPA configurations.
- Keep your required forms list ready, and set up a contact group for the new hires (see the contact groups guide).
- Use hire codes, not names, in prompts and comments, and do not put identity numbers into prompts.
Not connected yet? Start at the Fax.Plus MCP setup hub.
The process
Faxing is one step in a longer process. The steps marked Fax.Plus MCP are what the Fax.Plus connector does. The steps marked Optional are examples of other connectors you may already use: any connector you have set up in Claude or ChatGPT can be a step in your process, and the Fax.Plus connector is simply one part of it. The connectors do not talk to each other and Fax.Plus does not pass data to them: the assistant carries the information from one step to the next inside the same chat, because you told it to, and it asks for your OK before it changes anything. Whether an optional step works depends on your AI client and that connector.
- Fax.Plus MCP: you attach the onboarding packet and the assistant reads your new-hire contact group; it shows the full list of recipients, the sending line and the page count, and nothing goes out until you approve.
- Fax.Plus MCP: the packet is sent and the status of each send is checked.
- Fax.Plus MCP: returned forms arrive and are checked off your required list, per person, with what each page shows.
- Fax.Plus MCP: forms that arrived with an empty signature line are listed, and so are forms that have not arrived.
- Fax.Plus MCP: each returned form gets the hire code as a comment, after your OK.
- Optional, for example Google Sheets: the checklist is kept in a sheet for the cohort, after your OK.
Set it up once
Instead of pasting the rules into every chat, keep them where every chat can use them, so that one word starts a routine. The prompts are the same in Claude and ChatGPT; the setup steps differ a little.
- Connect Fax.Plus. In Claude, add it under Settings → Connectors. In ChatGPT, add it as a custom MCP app: turn on Developer mode, then go to Plugins → Browse plugins, select +, then Create app → Create MCP App, and sign in with your Fax.Plus account. Step by step: Claude and ChatGPT. Connect any other connectors you use the same way.
- Keep the instructions in a Project. Create a Project in Claude or ChatGPT, name it after the desk, for example "Onboarding desk", and paste the instructions below into the project's instructions, filling in the parts in [brackets]. If a connector does not show up inside a project chat in your client, open a regular chat instead and paste the instructions as your first message.
- Start a chat, make sure Fax.Plus is selected for it (in ChatGPT, choose FaxPlus from the apps or type @), and type a routine name. The assistant runs the steps and stops at every change for your OK.
- Edit the instructions whenever the routine should change.
Interface labels and plan availability differ between clients, so check the current screens in yours.
Onboarding desk instructions
You are my onboarding desk for my Fax.Plus account. My required forms: [list the forms]. Rules: 1) Refer to people only by the hire codes I give you, never by name, and never repeat identity numbers or bank details from a page. 2) Before you change anything, such as a comment, show me exactly what will change and wait for my OK. 3) Say what each page shows, including whether a signature line looks filled in or empty. Never say a signature is genuine or valid; I decide that. 4) Leave out fax numbers in summaries unless I ask. 5) Send a fax only when I ask for it in that message, and before any send show me the full recipient list, the sending line and the page count and wait for my OK. 6) If something fails, tell me what failed and check the outbox and sent faxes before trying again. Routines, run one when I type its name. PACKET [group]: read the contact group, show me the full recipient list, the sending line and the page count for the packet I attach, and send only after my OK; then check the status of each send. RETURNED: read my received faxes from the last 14 days and check each against my required forms list, per hire code: arrived, with its date, or not arrived; note any form whose signature line looks empty. MISSING [hire code]: list the forms still missing and the forms that arrived with an empty signature line for that hire. TAG [hire code]: add the hire code as a comment to the received fax I point to, after showing me the change and getting my OK.
PACKET: send the packet to the new-hire group
Type PACKET with the group and attach the packet. The assistant reads the group, shows the whole recipient list, the sending line and the page count, and waits for your OK. Review the list name by name: a packet sent to the wrong person cannot be taken back. Guides: Fax contact groups and Fax a signed document.
Send the packet to the group
Send the packet I attach to everyone in my contact group [group name]. Show me the full list of recipients, the sending line and the page count, and wait for my OK before sending to any of them. Afterwards check the status of each send.
RETURNED: check forms off the list
Type RETURNED. Example result for simulated forms: hire H-114, offer acceptance arrived with the signature line filled in; policy acknowledgement arrived with the signature line empty; direct deposit form not received. The assistant describes what each page shows and does not judge whether a signature is genuine.
Check returned forms
Read my received faxes from the last 14 days and check each against these required forms: [list of forms]. Per hire code, say whether each form has arrived, with its date, and whether its signature line looks filled in or empty. Do not say a signature is genuine. Do not change anything.
MISSING: what is still outstanding for one hire
Type MISSING with the hire code for a short list you can use in a reminder.
What is missing
For hire code [hire code], list the required forms that have not arrived and the forms that arrived with an empty signature line. Say what each page shows; do not guess.
TAG: file the form under the hire
The assistant shows which fax it would change and writes the hire code into the comment after your OK, then reads it back. Guide: Keep your fax inbox tidy.
Tag with the hire code
Add the comment [hire code] to my newest received fax. Show me which fax you will change and wait for my OK, then read it back to confirm.
Keep it safe
- Review the full recipient list before any send. The assistant must show it to you and wait for your OK.
- Onboarding forms hold personal data. Documents you open are read by your AI assistant under that client's terms, so check your company's policy and the rules that apply to you before using it, and keep identity numbers and bank details out of prompts.
- The assistant can say whether a signature line looks filled in or empty. Whether a signature is genuine or valid is a decision for a person.
- Prompts that change your records or send a fax ask the assistant to show you the change and wait for your OK. Whether your client also asks for approval depends on its permission settings, so keep the Fax.Plus tools that send or change data on the setting that asks first.
- If a reply looks wrong, do not assume nothing happened. Check the outbox and sent faxes before you try again.
Related guides
Fax contact groups, fax a signed document, find and read a received fax and keeping your inbox tidy cover the steps above. More prompts are in Fax Prompts with AI, recurring checks in Fax Automation with AI.
