Frequently Asked Questions

What is a Virtual Office?

A Virtual Office is a service that is similar to having an offsite receptionist or an answering service helping to run your business.  

  • Our Virtual Office service includes:
  • Dedicated telephone number answered in your business name,
  • PO Box address for mail,
  • Mail, fax and courier management,
  • Personal voicemail for after hours calls accessible 24x7 or auto forwarded to your email as a .wav file (option not available for 'Occasional' Virtual Office option). 

There are no set up fees, no minimum contract term and you can be up and running in an hour.

Please call LINK on 02 4978 7800 for more details.

Why would I use a Virtual Office?

There are many situations that can be catered for by a Virtual Office:

You could use our Virtual Service:

  • rather than incur the cost of an extra staff member for your business
  • if you are often on the road or in meetings and unable to take calls
  • when you are planning to go away on holidays and would still like to know that your calls are being answered professionally.
  • during times when you want to be undisturbed 
  • at lunch times or break times when perhaps your regular receptionist is out or away.

It is a flexible arrangement with no minimum contract term or set up fees. For pricing information, please visit our Virtual Office page.

Please call LINK on 02 4978 7800 for more details

How do I sign up for a service?
For The Door, The Telephone and The Back Office services, click any of the Get Started buttons and you will be guided through the signup process, including helping you select the best service for your needs and prompting for your relevant business and preferred payment details.  For The Space service, click Get Quote and we will be in contact shortly.
Is there a minimum term for a Virtual Office?

There is no minimum term.  If you are shutting the office for a day or attending a conference for a few days we will answer your diverted telephone calls during that time.  You may be going on holidays for a couple of weeks and we can handle your calls during that time.

There is a minimum charge of $65.  This allows us to find out about you and your business, train staff in your processes and ensure the highest level of seamless service to your callers.

Where services are provided for an odd number of days above a week, for example 4 weeks and 3 days, charges are made at a daily rate and these charges are prorated.

Please call LINK on 02 4978 7800 for more details.

How do I provide you with updates on how I want my calls handled?
Once you sign up, you will be directed to the Member area of our website, where your can tell us all about your business and how you would like your calls handled. Any time you want to update your detail in future just go to the Member area from the link at the top of the home page.
What Voicemail options would be available?

For our Virtual Office options that offer voicemail, a variety of voicemail solutions are available.

As your calls are answered during the office hours of 8.30am to 5pm Monday to Friday (excluding Public Holidays), outside these hours your callers will hear a personalised message as follows:

  • callers can hear a message that indicates they have called your business and the offices are now closed but their call is appreciated and requesting that they call back during office hours.  Using this option the caller cannot leave a message OR
  • callers can hear a message that indicates they have called your business and the offices are now closed but requesting that they may leave a message which will be returned as soon as possible.  The caller can leave a message.

  • Where callers leave a message, the message can be held on our system for collection at your convenience OR
  • The callers message can be converted into a .wav file which is then immediately sent to your email (or an email distribution list, if preferred).  This can be listened to on your computer or PDA (note that we recommend that you check that your equipment can play .wav files)

Please call LINK on 02 4978 7800 for more details

Can I provide my own studio recorded voicemail message?

Certainly.  Should you wish to do this, tell your studio that 'the properties of the audio file need to be as follows:

  • Bit Rate: 64kBps
  • Audio Sample size: 8bit
  • Chanel : 1 (mono)
  • Audio  Sample Rate: 8kHz
  • Audio format: CCITT u-Law

If you are not able to provide files in this format, that is OK. You can provide any format you like and we can have them converted to the correct format for you at no charge, but keep in mind that conversion sometimes reduces the quality of the recording.

We are happy to assist or advise on the technical side and liaise with your technical support team or recording studio specialist.  Please call LINK on 02 4978 7800 for more details.

I also need a fax number. How would that work?

We can provide you with a fax number that is local to Newcastle (you are welcome to attach this to a 1300 or 1800 number as for voice calls).  LINK Business Hub offers an inbound fax solution that automatically scans and converts the fax into a file that is sent to your email (or an email distribution list, if preferred).

This ideal fax solution means:

  • No more manually scanning of faxes for electronic filing
  • Reduced paper in your office
  • Forwarding faxes to other people is easy
  • Access to your faxes whenever you have access to your email - even when on the road!

Up to 100 inbound faxes may be received each month.  Please call LINK on 02 4978 7800 if you require a higher volume fax solution.

How would a 1300 or 1800 number work with a Virtual Office?

1300 numbers enable anyone calling from a landline phone anywhere to call your business for the cost of a local call. 1800 numbers allow customers calling from a landline phone anywhere to call you free of charge. The charges for received calls are absorbed by your business, similar to reverse charge calls.

Such a service is provided by companies like Telstra, rather than LINK Business Hub.  You can divert calls from your 1300 and 1800 number to your LINK Business Hub Virtual Office and calls are answered by our helpful reception staff.

For more information we have created a FAQ page that helps you understand how a 1300 or 1800 service works, what the costs are and how it is integrated with your Virtual Office service.  Please visit our 1300 and 1800 Telephone Number FAQ page.

How do I book the Boardroom?

Simply call LINK on 02 4978 7800 to book the boardroom.

The Boardroom at LINK Business Hub is available for casual hire at a rate of $30.20 per hour.

The Boardroom can comfortably seat 12 around a conference table.

It is equipped with an electronic whiteboard and automatic projector screen.

A range of catering services is available.

Please call LINK on 02 4978 7800 for more details.

What IT facilities are available with a dedicated office?

LINK Business Hub offers the following IT facilities:

  • Networked computer system (Windows platform with up to date software)
  • ADSL2 Broadband Internet
  • Managed Antivirus software
  • State of the art Multi Function Copier, Fax machine etc including Optical Character Recognition scanning and colour photocopying with collation
  • Network Printing and Faxing

We are happy to arrange the hire of other IT or technical facilities, such as a data projector or computers.  Please provide 2 days notice of your requirements.

Please call LINK on 02 4978 7800 for a quote.

The Door

A place to call home, where mail can be sent and where you can meet.

  • Street Address
  • Mail Collection
  • Mail Distribution
  • PO Box

The Telephone

Never miss another call. Phone answering, your style.

  • Phone Number
  • Customised Answer Script
  • Message Handling
  • Virtual Assistant

The Back Office

Bespoke call and diary services, so you can do what matters most.

  • Intimate Business Knowledge
  • Diary Management
  • Sales Support

The Space

Physical office space, welcoming and professional.

  • Office
  • 24 Hrs Access
  • Mail/Package Handling
  • Reception and Call Announcement
  • Extra Person in Room
  • Internet
  • Internal Signage
  • External Signage
  • Phone
  • Fax
  • Virtual Private Network (VPN)
Get Quote