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

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Supriya Bajaj

Senior Writer:

green tickDate: September 14, 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?

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.

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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?

Features Of Hotel 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.

Brand NameRatingKey FeaturesPricing
CallHippo
4.3/5
Call forwarding
Call recording
Voicemail
Text messaging
Basic: $0
Bronze: $16 /month
Silver: $24 /month
Platinum: $40 /month
RingCentral
3.9/5
Business phone or toll-free numbers
Unlimited calling within the US and Canada
Business SMS
IVR
Core: $20
Advanced: $25
Ultra: $35
Aircall
4.3/5
Unlimited outbound calls
50+ Integrations and API access
Access to API developer support
Call recording and monitoring
Essentials- $30/user
Professional – $50/user
Custom Plan
Nextiva
4.4/5
Auto attendant
Hold music
Mobile app and desktop app
Video conferencing
Audio-only conferencing
Advanced IVR systems
Caller ID
Essentials: $18.95
Professional: $22.95
Enterprise: $32.95
GoTo Connect
4.4/5
Team chat
Unlimited call queues
Reporting & analytics
Audio conferencing
Basic – $27.00 /month
Standard – $32.00 /month
Premium – $43.00 /month

1. CallHippo

CallHippo Hotel Phone System

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.

Features
  • AI-enabled call routing
  • Multiple PBX technology
  • Smart call forwarding, IVR, call barging
  • integrations with leading CRM solutions
  • Dynamic dashboard and robust analytics
  • Local and toll-free numbers for 50+ countries

Pros

  • It is one of the most cost-effective options in market, including international calling.
  • Excellent 24/7 customer support helps promptly with all issues.
  • You can install it quickly, and it is also easy to use.

Cons

  • Some more lucrative features are available with the higher-priced plans or must be added separately.
  • The mobile app experience can be improved.

Pricing

CallHippo has three pricing plans for their Office Phone System

  • Basic – $0 per user/month
  • Bronze – $16 per user/month
  • Silver – $24 per user/month
  • Platinum – $40 per user/month

2. RingCentral MVP 

Ringcentral Hotel Phone System

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.

Features
  • Voice, message, and video calls, team chat
  • Transition among different devices
  • Integrations with multiple business apps
  • Unified communications

Pros

  • Excellent customer support makes the transition to VoIP smoother.
  • Multiple channels ensure more accessible communication among staff and guests.
  • It offers unlimited online faxing.

Cons

  • Some key business features come at an extra cost.
  • Sometimes the texting function can glitch.

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 Hotel Phone System

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.

Features
  • Smart routing
  • Call recording
  • Call conferencing
  • Smart queuing
  • Detailed analytics
  • IVR feature with queue callback
  • Integration with popular business tools

Pros

  • It is easy to set up and use, avoiding investment in a technical expert.
  • You can get a number instantly.
  • Remote access is possible because it is internet-based.

Cons

  • The software is relatively expensive for smaller hotels.
  • It may not function with the current hardware of the hotel.

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 Hotel Phone System

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.

Features
  • Unified interface
  • Conferencing
  • Live call transfer
  • Multi-level IVR
  • Conversational AI
  • Self-service
  • Integrations with several CRMs
  • Business communication via calls, emails, & texts

Pros

  • It uses NLP cues to help agents assist customers better.
  • Nextiva has very high-quality voice calling.
  • The software contains customer survey features like templates, website embedding, automated surveys, star ratings, etc.

Cons

  • It lacks third-party software integrations
  • New users might find it challenging to learn

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 

Go To Connect Dashboard

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.

Features
  • Remote call forwarding
  • Video conferencing
  • Voicemail to email transcription
  • Integrations with basic business apps like Google Workspace, Outlook, etc.
  • Contact center with real-time metrics
  • Ring groups

Pros

  • It fits with hundreds of phone models, so you needn’t invest in separate hardware.
  • The software offers free unlimited domestic and international calling (to 50 countries).
  • It offers robust security features across all pricing plans.

Cons

  • Video conferencing is available only with the purchase of a separate GoToMeeting app.
  • There are no hotel-specific integrations.

Pricing

GoToConnect has two plans for its customers

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

6. DialerHQ

dialerhq dashboard

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.

Features
  • Reports via email
  • Intelligent call recording
  • Forward to multiple device
  • Call tagging
  • Pause-resume recording

Pros

  • The platform seamlessly integrates with CRM systems, enabling personalized interactions with customers.
  • Users can enjoy exceptional call quality, ensuring clear and crisp communication.
  • DialerHQ provides a complete platform, allowing users to make calls and send messages to contacts worldwide at affordable rates.
  • Prioritizing affordability and convenience, DialerHQ enables individuals to experience its services through a 10-day free trial before committing

Cons

  • Channel support beyond voice calls on DialerHQ is limited.
  • Some functionalities may require additional integrations.
  • DialerHQ operates in a cloud-based environment, depending on stable internet connectivity.

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 Dashboard

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. 

Features
  • Integrated channels for video, voice, chat, and SMS communication
  • Call recording, online fax, visual voicemail, etc.
  • Works on both iOS and Android operating systems
  • Integration with Salesforce
 

Pros

  • It is one of the most cost-effective hotel PBX systems
  • The level of customizability is very high.
  • Plans come with unlimited calling and SMS.

Cons

  • There are additional costs for some hotel-specific features.
  • Integrations with other systems can be challenging.

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 

Dialpad Dashboard

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.

Features
  • Phone, messaging, and video calling
  • Call routing
  • Voicemail transcription
  • Desk phone integration
  • Call barging
  • Integrations with various CRM systems

Pros

  • Its inbuilt AI transcribes calls in real-time, does live sentiment analysis based on calls, and offers Real-Time Assistant pop-up cards if needed.
  • It is easy to set up and use.
  • It works on all devices, giving users high mobility and flexibility.

Cons

  • It has limited desk phone support.
  • The AI transcription’s accuracy can be improved.

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

8X8 Dashboard

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.

Features
  • Call forwarding
  • Call flow designer
  • Call recording
  • Transcripts and ring groups
  • Video conferencing
  • Detailed analytics and convenient dashboard

Pros

  • Multiple subscription models are available, allowing you to pick and choose your preferred mix of features.
  • The program has an onboarding service to help customers figure out their way around its functionalities.
  • You can call 48 countries using unlimited inbound and outbound minutes.

Cons

  • There are no hotel-specific integrations available.
  • The most valuable features can be expensive as they are available only at the highest subscription level.

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

Ooma Hotel Phone System

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.

Features
  • Ring groups
  • Virtual receptionist
  • Voicemail
  • Spam blocking
  • Hotel-specific integrations like OnQ for Hilton, RoomKey, WynGuest, etc.
  • Local business or toll-free number for free

Pros

  • Ooma offers value for money as it has some of the most pocket-friendly plans.
  • Ooma offers international calls at economical rates.
  • It is easy to set up and use, eliminating the need for a technical expert.

Cons

  • The number of choices for external connections can be increased.
  • There are comparatively fewer features relative to other hotel phone systems.

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 Dashboard

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.

Features
  • Voice, text, and fax-based communication
  • Conventional telephony method
  • Detailed call analytics
  • App integrations like Zendesk, Google, Microsoft Office 365, etc

Pros

  • It offers unlimited nationwide calling in the US.
  • Exceptional call quality and reliability help you connect better with guests and employees.
  • Security for users is very high.

Cons

  • International calling is more expensive compared to competitors.
  • Plans are costlier due to more features, which many hotels might not prefer.

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?

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.

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