Key Takeaways
- Switching to a contemporary hotel telephone system can reduce monthly charges by half, compared to the traditional landlines.
- Essential features are PMS integration, auto attendant, voicemail-to-email, multilingual support, and mobile apps.
- Leading providers have multiple pros and cons from inexpensive plans to state-of-the-art AI potential.
- The cloud-based systems are less expensive and scalable whereas on-premises provide you full control.
- Watch for the hidden costs such as hardware compatibility, training, international fees, and contract lock-ins.
Why Upgrade Your Hotel Phone System?
If you’re still using the old analog phone system for your hotel, then you are forgoing significant cost savings, improved guest experience and operational efficiencies. With modernization to a cloud based VoIP best hotel telephone system, you can save up to 50% off your monthly phone bills over the cost of traditional POTs lines.
Re-using your existing handsets and using SIP trunking helps you reduce costs even more. In addition, a new hotel phone system will assist you in complying with crucial safety regulations such as Kari’s Law and RAY BAUM’s Act, through providing E911 services.
The modern-day hotel guests expect individualized service, mobile capabilities, and contactless options. Using a modern hotel telephone system, you can provide such features as customized welcome messages, smartphone controls, express checkout, and so on to impress your customers.
The ability to scale-up by adding lines or features without incurring expensive infrastructure changes is easy thanks to the flexible, software-based nature of VoIP phone systems. You will get better call quality and reliability as compared to old analog systems.
Key Features of a Best Hotel Phone System
While comparing various hotel phone system options, the following key capabilities should be looked for:
- PMS Integration: Sync with your property management system to automate check-ins, room status changes & billing. This is a huge time-saver!
- Auto-Attendant & Call Routing: Efficiently route calls to appropriate departments, such as concierge or housekeeping, to reduce wait times and transfer. Even small hotel telephone systems even provide for multilingual auto-attendant prompts.
- Voicemail-to-Email: Guest voicemails can be accessed by staff members using their smartphones or computers to respond faster. No more dial-in required.
- Mobile Apps: Break your staff from the front desk with mobile apps to handle calls and messages from anywhere. It’s great for on-the-go employees.
- Built-In Security: Encrypt sensitive guest data using enterprise-grade standards such as TLS and SRTP. This is a necessity in the present age of cybercrime.
Top Hotel Phone System Providers in 2025
To make the selection process easier, below is a comparison of some top vendors of hotel phone systems:
RingCentral: Serves businesses that experience seasonal demands, have bigger teams, or those looking for scalable communication and numerous integrations.
RingCentral
Best suited for small businesses and large enterprises seeking a unified communication platform that integrates messaging, video conferencing, and collaboration tools.
Rasons to buy
- + Comprehensive suite combining messaging, and video conferencing
- + Scalability with flexible plans suitable
- + Extensive integrations with over 200 tools
- + AI-powered insights and automation
- + Reliable performance with a 99.99% uptime
Possible Drawbacks
- –Complex setup process without IT support
- –Integration limitations with niche software
- ● Pricing starts at approximately $30/month
Nextiva: Perfect for hotels that want to improve the experience of their guests with AI-based self-service and real-time analytics.
Nextiva
Ideal for large hotels and hospitality businesses prioritizing unified communication and guest-centric features
Rasons to buy
- + Advanced features like intelligent call routing and multi-level IVR
- + Easy setup without requiring technical expertise
- + Unified communication platform
- + 24/7 customer support
Possible Drawbacks
- –Higher cost may not suit smaller hotels
- –Essential plan lacks features like SMS texting
- ● Digital Plan: $20/user/month
- ● Core Plan: $30/user/month
Dialpad: Provides hotels with flexible pricing and AI-enabled call transcription for an easy way of communicating with guests.
Dialpad
Ideal for hotels of all sizes, from small motels and B&Bs to large hotel chains
Rasons to buy
- + AI-powered features like real-time call transcription & sentiment analysis
- + Easy setup and management
- + Integrates with popular CRMs
Possible Drawbacks
- –Limited desk phone support and hardware compatibility issues
- –Advanced features like Slack integrations
- ● Standard Plan: $15 per user/month
- ● Pro Plan: $25 per user/month
Zoom: A reliable solution for hotels that place a priority on clear video calls, virtual concierge services, and convenient interaction between the staff in different locations.
Zoom
Small to medium-sized hotels, boutique lodgings, motels, and larger hotels without complex software integration needs
Rasons to buy
- + Advanced call management features
- + AI-powered tools like voicemail transcription and call analytics
- + Unlimited domestic calling
Possible Drawbacks
- –Basic analytics tools
Net2Phone: Provides hotels with unlimited international calling to more than 40 countries, in-room calling features and multi-location support to improve global guest communication and efficiency of operations.
Net2Phone
Ideal for hotels with international customer bases or multiple branches needing centralized communication
Rasons to buy
- + Unlimited international calling to 40+ countries
- + Multi-location support for chain hotels
- + Customizable IVR menus and ring groups
Possible Drawbacks
- –Limited analytics features
- –Some advanced features locked behind higher-tier plans
- ● Essentials: Starts at $23.99/user/month
- ● Professional: Starts at $27.99/user/month
There are strengths and weaknesses in every hotel telephone system. When deciding, give precedence to the factors that are the most important for your property.
Cloud vs. On-Premises Hotel Phone Systems: Which Is Better?
Consider your hotel’s specific needs and budget when choosing between a cloud or on-premises hotel phone system.
How Hotel Phone Systems Improve Guest Experience
Ultimately, the goal of any technology upgrade is to make your guests happier. Modern hotel pAfter all, the purpose of improving any technology is to make your guests happier. The modern hotel phone systems do this in a number of important ways.
- Personalization: Wow guests with VIP welcome messages and exclusive loyalty perks that come via SMS or email. It’s the little touches!
- Faster service: Auto-attendants and smart call routing make it easier for guests to be connected to the right person in a shorter amount of time for a room service request or housekeeping problem. A reduction in hold times results in customer satisfaction.
- Enhanced Safety: E911 compliance with a new system guarantees that the emergency services can determine the precise location of a caller so as to have a rapid response. This is very important for guest well-being.
- Mobile Convenience: Allow guests to use their own smartphone to manage room features, communicate with staff and check-out. It’s the mobile integration they are used to.
By talking about the ways a new hotel phone system will enhance the guest experience, it is possible to frame a more compelling business case for the purchase.
Hidden Costs to Watch Out for When Choosing a Hotel Phone System
While a VoIP telephone system is generally very cost-effective, there are some potential hidden costs to be aware of:
Be sure to understand the full hotel telephone system cost, including any add-ons, before signing on the dotted line. A reputable provider will be upfront about all charges.
Best Practices for Training Staff on a New Hotel Phone System
Proper training is the way to ensure maximization of ROI when it comes to a new hotel phone Proper training is the way to ensure maximization of ROI when it comes to a new hotel phone system. Follow these tips for easier transition;
- Test First: Implement the system in phases, beginning with a couple of pilot rooms. Experiment with things before rolling them out hotel-wide.
- Tailor Training: Develop focused learning paths for every staff position, front desk, housekeeping, and engineering. Concentrate on the features they will use the most.
- Get Hands-On: Make the training interactive by simulating regular call situations, such as transferring a guest to another department or taking a message.
- Leverage Resources: Use helpful materials for your phone system provider such as user guides and tutorial videos. Calilio offers standout 24/7 support.
- Iterate as Needed: Continue to improve your training according to the feedback of the staff. If something isn’t clicking do not be afraid to switch it up.
Keep in mind that your staff are your best advocates. Equipping them with VoIP phone abilities will result in improved guest engagement.
Future Trends in Hotel Communication Technology
The hotel phone system landscape isn’t static. Exciting innovations are on the horizon! Here’s a The hotel phone system cost and price landscape does not stand still. Exciting things are just around the corner! A glimpse of some of the communication tech trends that may transform the guest experience by the year 2030:
- AI Everything: Many more phone systems will use AI for smart capabilities such as sentiment analysis, multilingual IVR, and booking chatbots.
- Smarter Rooms: In-room phones can be relegated to the background when voice-activated IoT devices give guests the ability to do everything from dimming the lights to ordering dinner using spoken commands.
- Lightening-Fast Calls: The rollout of 5G will provide unheard of wireless speeds and reliability for crystal-clear VoIP calls anywhere across property.
- Channel-Less Service: Guests will be provided with real omnichannel support as hotels integrate communications between voice, SMS, email, mobile app, and web chat.
- Greener Ops: Do not expect to see a change to environmentally friendly practices such as energy efficient phone hardware, e-faxing, and paperless billing. It’s good for your planet, and your bottom line!
If you monitor these hotel technology trends, you will be able to make more intelligent decisions on updating your communications stack.
The only way to ensure that you choose the best hotel telephone system is to consider your distinctive needs and budget. If you go with an affordable provider like Calilio, you’ll make your choice among the feature-rich offerings like RingCentral, or you need a complete control with an on-premises solution, a modern VoIP phone system is a necessity for any competitive hotel in 2025 and beyond.
Do not allow an old phone system to hold your property back. Upgrade to a cloud PBX to enjoy huge cost savings, improved guest experience and trouble free scalability. Your staff and customers will appreciate you!
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