Personal Numbers

The Virtual Headquarters local phone number you choose during the initial Free Trial set up process is called your Personal Number because it is unique to your business (e.g. 02, 03, 07, 08 etc). If you are a start up business you may use your Personal Number as the advertised phone number you put on your business cards, web site etc. If you are an existing business you can divert your existing phone number (e.g. 1300 / 1800 / 02 / 07 / 03 etc) to your Personal Number full time, on busy or no answer or just when you need us to take your calls (e.g. at lunch time or when your in-house receptionist is away sick, on leave or has other duties).

Virtual Headquarters provides the widest range of “local” numbers across Australia, covering 98% of the country! Choose a number from any one of 3,000+ area codes across 66 national phone exchanges, representing all major cities and towns.

Your Personal Number comes with the following functionality to suit your exact requirements:

• Virtual Receptionist – when people call your personal number (or you divert an existing business number to it e.g. 1800 / 1300 / 02 / 03 / 07 / your mobile etc.), a friendly and professional receptionist will answer the incoming call in your company name with a greeting you choose. If you are “Available for Call Transfers” our receptionists will call you, or the appropriate staff member, on your “Find Me” numbers to introduce the call. If you are unable to take the call or are not contactable, a message can be taken which can be instantly emailed and / or sent by SMS to you, or a number of staff, as you decide.
  
  
• Voicemail – after hours, if you are not using our 24/7 live answer service, callers will hear an after hours greeting which you (or our receptionists) can record. If callers leave a message, that message is emailed as a WAV file instantly to one or more email addresses as you decide. You then listen to the message on your PC.
  
  
• Fax to Email – personal numbers can also be configured to receive faxes. Whether someone sends a fax directly to your Virtual Headquarters fax number or you divert an existing fax number to your Virtual Headquarters fax number, instantly your fax is converted to soft copy and emailed to one or more email addresses as you decide.

Call Handling

Using the latest in telecommunications and internet technologies, our receptionists have access to your specific details when a call rings on your Personal Number. This allows them to answer and handle calls, exactly as you require. You can update the following details at any time by logging onto your Virtual Headquarters account via the web:

• Your company or business name.

• Personal Greeting. Have your calls answered in your company name or however you like. Each specified Personal Number can have its own personal greeting.

• Employee or department contacts. Our system supports multiple staff, each with their own settings (e.g. Available for Call Transfers, Do Not Disturb, Messages sent by SMS and / or Email). Just like a large corporate, you can have a national phone directory!

• “Find Me” numbers for each staff member. When a staff member’s status is set to “Available for Call Transfers” these are the numbers our receptionists call you on to introduce and transfer calls.

• Call Status – the receptionist will know if you are unavailable or on another call, so they don’t need to disturb you while still handling the call and taking a message.

• Do Not Disturb - if you are busy, just set your DND flag so that our receptionists will take a message and send it to you via email and / or SMS as you determine.
  
  
• Calendar / Diary Management – if you allow us, our receptionists can access your calendar and take and manage your appointments. Great for service professionals (e.g. osteopaths, chiropractors, physiotherapists, naturopaths, psychologists, marriage counselors, hypnotherapists, lawyers, solicitors, accountants etc).

Virtual Message Centre

The Virtual Headquarters Message Centre is a complete unified communications system to be used for example when you don’t need one of our Live Receptionists to answer your calls.

The features of the Virtual Message Centre include:

• Upon calling your Personal Number (or diverting your existing business number 1300 / 1800 / 02 / 03 / your mobile etc. to your Personal Number), callers will hear a personal greeting that you record (or our receptionists can record it for you). If callers leave a message, that message is instantly emailed to one or more email addresses as you determine. You then listen to the voicemail on your PC.
  
  
• You are also able to have a local Fax Number (e.g. 02, 03, 07 etc) so your faxes can be received instantly to one or more email addresses as you decide. Simply advertise your local Virtual Headquarters fax number or divert your existing fax number to your Virtual Headquarters fax number.
  
  
• To give you an instant interstate presence, why not set up a local number (e.g. 08, 07, 03, 02 etc) and have that divert to an existing local number in your own office! That way your own receptionist can answer the calls! For $40 per month + GST we doubt you will find a more cost effective way to have an interstate “presence”.
  
  
• Change any of your settings instantly by phone or logging into your Virtual Headquarters account via the internet.