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Personal Numbers

The specific Virtual Headquarters phone number you choose is called your Personal Number because it is unique to your business. If you are just starting up, you may use your Personal Number as the advertised number you put on your business cards etc. If you are an existing business you can divert your existing number to us full time, or just when you need us to take your calls (e.g. at lunch time or when your receptionist is away sick).

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, a friendly and professional receptionist will answer the incoming call with your company name (or however you would like) using your custom made greeting. Advanced message handling services allow messages to be dynamically taken and forwarded to you by Fax, Email and / or SMS.

  • Voicemail – if you are unavailable and your callers choose, they can leave a voicemail. You can choose to either phone in to retrieve your voicemail or have it emailed to you.

  • Fax mail – personal numbers can also be configured to receive faxes. Faxes can be diverted to other fax machines if you are travelling, or the system will simply email you the fax in electronic form so you can print it from your PC at any time.

  • Virtual Message Centre – is included FREE with Virtual Receptionist and allows your personal number to take advantage of the many features in the unified messaging service such as your Diary and Calendar for booking appointments, updating your Personal Contacts and SMS Multi-send which allows you to send SMS from the desktop. You can even include a reply number for true 2-way SMS.

Call Handling

Virtual Headquarters uses the latest in telecommunications technology to enable the reception staff to access your specific details when a call rings on your Personal Number. Your Virtual Receptionist has access to the following detailed information which you can update at anytime from the Virtual Headquarters Web Portal:

  • Personal Number and company 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.
  • All employee or department contacts. Each of these can be allocated to a personal number - you can have a national phone directory just like a big corporate.
  • Priority diversion numbers for each personal number. These are the numbers the receptionists call you on.
  • Call Status – the receptionist will know if you are on another call so that you will not be disturbed and the call will still be managed.
  • Do Not Disturb - if you are busy just set your DND flag and have your messages sent to you in a way you decide.
  • Message Preference - choose from Fax, Voicemail, Email and/or SMS.
  • Calendar - you can let the receptionist access your diary so that they can arrange and book your meetings directly.
 
 
Virtual Message Centre

The Virtual Headquarters Message Centre is a complete unified communications system. It is included FREE as part of the Virtual Receptionist Service or can be used stand alone when you don’t need a Live Receptionist to answer your calls.

The features of the Virtual Message Centre are:

  • All your Email, Voicemail and Faxes are linked to your allocated Virtual Headquarters Personal Phone Number and delivered to your Email Address. This gives you one central location, your own email system for all your Messages and Faxes.
  • Access your Messages and Faxes at any time from anywhere in the world, by phone or by logging in via the internet.
  • Personal Numbers can be set up to handle Messages, Faxes and notifications just the way you like.
  • Set SMS notifications to let you know whenever a new Message has arrived.
  • Change any of your settings instantly by phone or logging into your account via the internet.

Voicemail
If you are unavailable to take a call, you can set your Virtual Receptionist Personal Phone Number to forward callers to Voicemail. Your callers will hear your personal greeting and be asked to leave a message. You can then retrieve messages by dialling in like traditional voicemail or have them sent directly to your email so you can listen to messages from your PC.

Fax Mail
Just like your voice mail messages, all your Faxes can be sent securely to your email address in electronic format. No more faxes lying around next to the fax machine! You can view Faxes from your PC and print them at your convenience! At the touch of a button you can also redirect a Fax to any other Fax machine - great for when you are on the move!

Follow Me and Instant Divert
Set follow me numbers so that you never miss a call! Your callers will be instructed to wait while the system tries your list of contact numbers. If you are unavailable, the caller can press 1 to leave a message. Instant Divert can be set up so that callers are immediately transferred to the number you nominate. This can be amended at any time so you are always within reach, if you want to be!

Notification
Our system provides you with complete flexibility as to how you want us to notify you once a message has arrived. Be notified by Fax, Email and/or SMS. Emails can be redirected to other email addresses or choose to centralise all your emails into your Virtual Message Centre.

Text to Speech
If you can't get to your PC you can still get your email messages. Simply ring in and the system will read them to you!
 

 

 

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