Top 11 Hotel Phone System Providers [With Pros & Cons]

Senior Writer: Supriya Bajaj

Published : May 24, 2023

Like most customer-facing industries, hotels must communicate accurately and effectively with clients to thrive. They also need robust internal communications for effective functioning. Hotels achieve this dual goal through robust hotel phone systems.

Modern business phone systems are the lifeblood of any hotel, whether a small B&B or a large, international chain of five-star hotels. They make it possible to ensure high-quality service and seamless operations.

However, there are many hotel phone system providers in the market, and it can be challenging to choose one. So, we bring you our list of the top 11 providers you can consider for your hotel business.

But before we look at the list of the best hotel PBX providers, let us discuss what a hotel phone system is and why it is essential.

What Is a Hotel Phone System?

A hotel phone system is a communication network that facilitates seamless communication between the guests and staff of a hotel.

Guests and staff go through multiple interactions during a hotel’s daily functioning. Guests might need to book rooms, make restaurant or taxi bookings, or request room service. Staff might need to call guests to provide information or reminders. They must also know which room a guest is calling from to serve them efficiently.

Hotel phone systems make the hotel’s overall service more impactful and memorable for guests. All hotels need a high-quality and cost-effective business telephone system regardless of size.

Expert Advice

"When selecting a hotel phone system, follow this expert advice. Assess your hotel's needs, prioritize reliability and scalability, consider compatibility and integration, prioritize user-friendly interfaces, evaluate security measures, and compare pricing and support options."

How Is Hotel Phone System Different From Traditional Phone System?

Modern hotel phone systems are often Private Branch Exchange (PBX) systems. Hotel PBX systems offer functionalities beyond traditional phone systems. They provide more business features than just voice calling and connectivity that traditional phone systems offer. They are another technological business tool for your hospitality business. Here are some differences between the two types of phone systems:

1. Auto Attendant

Hotel PBX phones come with Auto Attendant or IVR facility. It helps guests look for services more efficiently. They can use the IVR to schedule a massage, set wake-up calls, order room service, or make a reservation. They don’t have to depend on staff availability to obtain these services. Hotels benefit as they can serve guests more efficiently without relying on staff.

2. Flexibility

Unlike traditional phone systems, IP-based phones make adding extensions and other tools easy. Hotels can also add or reduce connections easily depending on the season. During the peak tourist season, they can add lines to avoid communication hold-ups. And during the lean season, they can economize by opting for fewer lines.

3. Cost-effectiveness

Because VoIP hotel phone systems require less investment in hardware and infrastructure than traditional ones, they are much more cost-effective. Lower investment in communication systems means a healthier bottom line for the hotel. It also gives smaller hotels a competitive edge. The money saved can be used instead to provide other services to delight guests.

4. Connected hospitality

A cloud-based phone system can ensure that all hotel branches or departments have the same information regarding guests. This can make it easier to anticipate and meet customers’ needs more efficiently, even across geographies. Better service can lead to repeat customers and a higher reputation. Traditional phone systems cannot offer this capability.

Top 11 Hotel Phone System Providers

Now that you know why VoIP hotel phone systems are better than traditional ones, let us look at some of the best hospitality phone systems providers.

1. CallHippo

CallHippo is one of the best hotel phone system providers due to its wide range of features and attractive pricing plans. It provides comprehensive connectivity and flexibility across geographies with 7+ telephony networks and 5+ global servers. Its features and pricing make it suitable for hotel businesses of all sizes.

Pricing

CallHippo has three pricing plans for their Office Phone System

• Starter – $18 Per user/Month
• Professional – $30 Per user/Month
• Ultimate – $42 Per user/Month

*Pricing as of 11-06-2024.

2. RingCentral MVP 

RingCentral MVP is a cloud-based hotel phone system provider that works best for large hotel chains with global locations. A veteran in the cloud telephony business, it offers many exciting features to hospitality businesses. It also focuses on improving team performance through tools that facilitate, monitor, and analyze team behavior.

Pricing

RingCentral MVP offers three pricing plans for customers

• Core – $20 per user per month, paid annually
• Advanced – $25 per user per month, paid annually
• Ultra – $35 per user per month, paid annually

3. Aircall

AirCall is a call center software that hotels can use to manage customers quickly and effectively. Its business phone services are accessible and transparent, besides offering excellent communication features. It is a great software for technology wary hotels as it does not require physical hardware or the services of a technician.

Pricing

AirCall also offers its customers three pricing plans with incremental features

• Essentials – $30 per user per month, billed annually, minimum 3 users
• Professional – $50 per user per month, billed annually, minimum 3 users
• Custom – Price on request, minimum 10 users

4. Nextiva

Nextiva is a business communication platform with an all-inclusive interface for easy use. It is ideal for large hotels because of its unified and omnichannel communication platform. It also offers a vital function for the hospitality industry – customer feedback collection through customer survey forms.

Pricing

There are 3 plans with incremental pricing and features from Nextiva

• Essential – $18.95 per user per month
• Professional – $22.95 per user per month
• Enterprise – $32.95 per user per month

5. GoToConnect 

An excellent phone software for smaller hotels, GoToConnect improves productivity through a simplified contact center. This small hotel phone system is a UCaaS solution focusing on security and accessibility through its intuitive interface. One of its most attractive characteristics is the low-cost access to both international and domestic calling.

Pricing

GoToConnect has two plans for its customers

• Basic – $27 per user per month
• Standard – $32 per user per month

6. DialerHQ

DialerHQ provides customizable cloud-based phone solutions optimized for the unique needs of hotels. Their phone systems enable streamlined communications across the front desk, housekeeping, maintenance, and administration. With automatic call routing, voicemail to email, call recording and more, DialerHQ keeps hotel staff connected and responsive to guest needs 24/7. Real-time analytics provide data insights to improve operations.

Pricing

• Basic – $0 per user/ month
• Bronze – $7.99 per user/ month
• Silver plan- $11.99 per user/ month
• Platinum plan – $19.99 per user/ month

7. Vonage

Vonage is a great small hotel phone system, especially for modest-sized hotels looking to scale up fast. It is also equally useful for large hotel chains because of its features. There are 50+ features and integrated solutions, including multiple hotel-specific features. It focuses on supporting collaboration among team members through relevant tools and a unified interface. 

Pricing

There are three pricing plans in Vonage’s lineup

• Mobile – $19.99 per month per line
• Premium – $29.99 per month per line
• Advanced – $39.99 per month per line

8. Dialpad 

An AI-powered hotel phone system, Dialpad offers hospitality businesses all traditional and modern business telephony features. It is capable of handling a large number of clients simultaneously. Being cloud-based, it also gives customers a higher level of location flexibility. Its strict security and encryption also suit hotels of all sizes.

Pricing

Dialpad has three pricing plans

• Standard – $15 per user per month; $23 if billed monthly
• Pro – $25 per user per month; $35 if billed monthly
• Enterprise – Price on request

9. 8X8

8×8 is a terrific phone system solution for large hotels or those looking to scale up. It allows efficient AI-supported communication internally as well as externally. Its cloud-based PBX makes this business phone service highly suitable for managing and scaling voice services. As a UCaaS platform, it also offers hotels all communication solutions through a single app.

Pricing

• 8×8 has two pricing plans for basic business communications
  • X2 – $24 per user per month, billed annually
  • X4 – $44 per user per month, billed annually
• It has three more plans if you want to add contact center services to the basic business phone system
  • X6 – $85 per user per month
  • X7 – $110 per user per month
  • X8 – $140 per user per month

10. Ooma

A business phone system specifically designed for small businesses, Ooma is one of the best hospitality phone systems for hotels. It offers a wide range of features at a price that makes it an excellent fit for low-investment service businesses. You also don’t have to get into a contract to avail of its services, which further adds to its utility for small hotels.

Pricing

Ooma provides you with three pricing plan options

• Essentials – $19.95 per user per month
• Pro – $24.95 per user per month
• Pro Plus – $29.95 per user per month

11. AT&T

AT&T is one of the most recognizable names in telecommunications, and its hotel phone system lives up to its reputation. It is a VoIP landline provider that works through high-speed fiber-based internet connections. Its range of features makes it an ideal tool for large hotel businesses. With six different service options, it is highly flexible too.

Pricing

AT&T has six solutions for businesses, but pricing plans are available for most of them only through contact with their sales team. Prices of AT&T Office@Hand are

• AT&T Office@Hand
  • Wireless – $10 per month per user, minimum 100 seats
  • Standard – $27 per month per user, minimum 100 seats
  • Premium – $37.98 per month per user, minimum 100 seats
  • Enterprise – Price depends on the term of use
• AT&T Phone for Business – Contact the Sales team for the price
• AT&T Phone for Business – Advanced – Contact the Sales team for the price
• AT&T IP Toll-Free – Contact the Sales team for the price
• AT&T IP Flexible Reach (SIP Trunking) – Contact the Sales team for the price
• AT&T Cloud Voice for Microsoft Teams – Contact the Sales team for the price

You May Also Read : Top 11 Restaurant Phone Systems in 2023

How to Choose the Right Hotel Phone System?

Several features are crucial to the decision-making process when choosing the right hotel phone system. You can check if the phone system has the following characteristics.

• Clear sound so that there is no miscommunication when making bookings or placing orders
• The capability of setting up menu choices by using the phone’s keypad
• Whether the system’s bandwidth and features match your hotel’s calling or value-add requirements
• Automated messages or Auto Assistant is available when customers can’t reach an agent
• Convenience for times when customers have to hold during booking or information checking
• Business features like call forwarding, call recording, conferencing, and unified communications

4 Main Advantages of VoIP Systems for Hotels

Having a seamless telephone system can give a significant boost to a hotel’s business. And VoIP systems are one of the best options for hotel telephone systems. There are many advantages of using a VoIP System for a hotel. Some of these are:

1. Improved Customer Service

A VoIP system allows you to seamlessly handle internal calls from guests and external calls from potential customers. You can give all your customers excellent service by managing multiple calls simultaneously.

2. Streamlined Communication

VoIP systems provide additional features like call conferencing, call recording, etc. You can use it to manage your staff administration and communication effectively. All communication systems are connected, avoiding inaccuracies and confusion.

3. Value Addition

A phone system that helps customers reach the right agents or self-serve easily indicates a high level of professionalism. You can impress your clients and obtain repeat business if they enjoy their stay hassle-free.

4. Savings

With VoIP phone systems, automation reduces the cost of routine communication and the effort required by staff. You can save on both cost and time, running your hospitality business with a leaner structure and higher margins.

Final Words

Communication and service are at the heart of a terrific customer experience in the hospitality industry. A seamless telephone system can be a great tool to ensure both are effective at your hotel. We have discussed the features and pros/cons of some of the top hotel phone system providers. You can use our discussion and choose the right one for your hotel based on its specific needs.

FAQs

1. How much does a hotel phone system cost?

Various factors, like the number of users, features, providers, etc., contribute to hotel phone system cost. Most providers offer customized quotes based on these factors. However, on average, a VoIP-based hotel phone system can cost between $20 per user per month to $50 per user per month. 

2. What is a PBX receptionist?

A PBX receptionist is a person who handles the calls that require human intervention.

Hotel callers sometimes need to talk to a real person instead of an automated receptionist. It could be due to complaints, time-sensitive requests, service requirements outside IVR menu options, etc. The PBX receptionist is needed to service such calls. They might also need to intervene if there are issues with the virtual phone system.

3. What are the features to look out for when choosing a hotel phone system?

Some of the most important features you can look for when choosing hotel phone systems are:

• Automated messages
• Auto Assistant or IVR
• Handling multiple calls at the same time
• Call holding capability
• Business features for internal communication

4. What type of phones do hotels use?

Although some hotels still use traditional landline phones, the hospitality industry is increasingly shifting to IP-PBX phones.

5. Why is having a hotel PBX phone system so important?

A PBX phone can help you elevate your customers’ experience via various features. You can ensure more efficient internal and external communication and a more professional impression. A hotel PBX phone system makes the customer journey smoother and the hotel’s operations more agile.

Updated : June 12, 2024

Supriya Bajaj

Supriya Bajaj is a senior content developer with immense experience in the VoIP telephony domain. With a deep knowledge of VoIP systems and emerging technologies in the field, she provides insightful and targeted content. Known for simplifying complex topics and her thought-leadership articles, Supriya delivers actionable content for both technical and non-technical audiences.

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