Best Hotel Phone Systems for 2024 – Features, Pros, Cost

  • Last Updated: 16 Apr 24
  • 14 min read
Best Hotel Phone Systems

Choosing the right phone system is essential for hotels to provide seamless communication between guests and staff members🙂. It helps to improve the overall experience of guests and streamline operations.

Many businesses fail to choose the best provider for them, and you might also face trouble😒 choosing the right phone system for your business. 

No need to worry; we will help you to choose the best hotel phone systems for 2024. In this article, we will discuss what a hotel phone system is and how it works, and we will suggest the best provider for your hotel. 

🔑 KEY HIGHLIGHTS:

  • The hotel phone system plays a crucial role in providing a wonderful experience to guests.
  • Businesses need to look at specific requirements such as company size, volume of calls, and more before selecting a phone system provider. 
  • The four types of hotel phone systems that are available in the market are Legacy Analog PBX Systems, Digital PBX Systems, Hosted PBX, and  Cloud-Based Systems. 
  • Modern hotel phone systems help to increase efficiency through remote management and easy scalability. 
  • KrispCall is one of the best hotel phone systems offering advanced features at affordable prices. 
  • There are also other available options, such as Dialpad, Phone.com, and 8×8. 

What is a Hotel Phone System?

A hotel phone system is a communication network that connects and helps to communicate between guests and staff members. 

During the hotel’s daily functions, guests and staff members have to go through several interactions. For instance, guests might need to book a taxi, request room service, or book rooms. On the other hand, staff might need to call guests to remind them or give them information. 

What is a Hotel Phone System

Therefore, hotel phone systems are crucial to providing more impactful service and memorable experiences to guests. 

How does the Hotel Phone System work?

Most hotel phone systems use a PBX or Private Brand Exchange network. It acts as a central switchboard, managing all outgoing and incoming calls for guests and staff. 

Every guest room and staff member is assigned a phone line with a unique extension enabling direct dialing within the hotel. Furthermore, the PBX also plays a vital role in directing calls effectively. 

For instance, when a guest calls the hotel’s main number, the PBX routes the call based on pre-programmed settings. It could be a direct call to the front desk, a specific department, or an automated attendant with options for various departments. 

In addition, hotel phone systems also include an IVR (Interactive Voice Response) to help callers. Guests can smoothly interact with IVR menus to manage and request services. 

Also read🧐: 12 Best VoIP Phone Systems for Hotels & Hospitality Industry

10 Best Hotel Phone Systems in 2024

It’s essential for hotels to choose the ideal cloud multi-line phone system to create seamless communication and memorable guest experience. However, multiple providers offer a confusing array of features, and making the right choice can be challenging. 

So, to simplify your search, we have curated a list of the top 10 hotel phone systems for 2024 on the basis of:

  • Call Features
  • Built-in integrations
  • Reasonable prices
  • Seamless communication
ProviderKey FeaturesPricing/Monthly
KrispCallAutomatic Call Distribution, Call & Contact Tagging, Unified Callbox, Shared Phone NumberStarting at $15/user/month
RingCentralUnified Communication, Cloud PBX, Third-Party Integrations, Business Phone NumbersStarting at $17.99/user/month
Vonage BusinessBusiness Inbox, On-Demand Call Recording, Visual Voicemail, Vonage MeetingsStarting at $13.99/user/month
Ooma OfficeUnlimited Calling, Virtual Receptionist, Ring Groups, Music-on-HoldStarting at $19.95/user/month
NextivaAuto Attendants, Busy Lamp Field, Shared Call Experience, Greetings and AnnouncementsStarting at $18.95/user/month
DialpadAI Receptionist, Multi-Device Access, High-Definition Phone Calls, Simultaneous RingStarting at $15/user/month
8×8Front Desk Application, Unlimited Calling and SMS, Multi Level Auto Attendant, Visual VoicemailStarting at $25/user/month
Phone.comConference Calling, Call Analytics and Reporting, Call Handling Rules, Click-to-CallStarting at $12.74/user/month
ZoomPhoneDevice Management, Auto Attendants, Contact Center Integration, Emergency CallingStarting at $10/user/month
AircallReal-Time Call Monitoring, Auto Attendant, Automated Messages, SMS Business Text MessagingStarting at $40/user/month

1. KrispCall

KrispCall stands ahead of every competitor, serving huge hotel chains with global locations. It offers several exciting and advanced features in the hospitality business, offering smooth communication between guests and staff. 

Customers immediately think of KrispCall when selecting a hotel phone system, as it offers unique features like Automatic Call Distribution, new lead alerts, and a unified callbox, rarely found with other providers.

KrispCall: Best Hotel Phone System

In addition, KrispCall is known for its ability to automate calls, interactive voice response, and call queuing features that enhance customer service in hospitality businesses. 

KrispCall Features⚡

  • Unified Callbox and Shared Number
  • Global Reach and Accessibility
  • Automatic Call Distribution
  • Call & Contact Tagging
  • Intelligent Call Routing

KrispCall Pros ✅

  • Excellent Customer Service
  • Integration Capabilities
  • Advanced Telephony Features

KrispCall Cons❌

  • Limited Integrations
  • Device Limitation for Single Subscription
  • Lack of Multilingual Interface

KrispCall Pricing💰

PlansPrice
Essential$15/month
Standard$40/month
Enterprise-Contact Sales

Best for: Handling high call volumes seamlessly and efficiently.

2. RingCentral

RingCentral is a good choice for your hotel phone system as it offers an extensive range of features. These features include robust unified communication, video conferencing, team chat, and call management. 

RingCentral: Hotel Phone System

RingCentral provides an easy-to-use interface, team collaboration tools, and third-party integrations. In addition, this phone system helps you to improve your team performance by offering various tools. 

RingCentral Features⚡

  • Unified Communication
  • Audio Conferencing
  • Real-time Reports
  • Seamless Calling
  • Visual Voicemail

RingCentral Pros ✅

  • Enhanced Collaboration and Productivity
  • Efficient Communication
  • Feature-Rich Platform

RingCentral Cons❌

  • Limited Customization for Conference Call
  • Limitations on Concurrent Calls
  • Pricier Sider Compared to Competitors

RingCentral Pricing💰

PlansPrice
Core$30/month
Advanced$35/month
Ultra$45/month

Best For: Integrating Guest & Staff Communications

3. Vonage

Vonage is another reliable hotel phone system option for your business. It offers multiple features that cater to the needs of the hospitality industry. These features include a virtual receptionist, CRM integrations, call recording, and many more. 

Vonage: Hotel Phone System

Vonage also assures to troubleshoot customer problems with 24/7 customer support, in case of any issues or emergencies. 

Vonage Features⚡

  • Unified Communication
  • Virtual Receptionist
  • Dynamic Caller ID
  • Click-to-Dial
  • Call Rerouting

Vonage Pros✅

  • High-Grade Voice Quality
  • Unlimited TEam messaging
  • User-Friendly Interface

Vonage Cons❌

  • Lack of Multi-Factor Authentication
  • Customer Support Concerns
  • Security Concerns
PlansPrice
Mobile$19.99/month
Premium$29.99/month
Advanced$39.99/month

Best for: Facilitating Employee Mobility

4. Ooma

Ooma is mainly suitable for small and large hotels. It helps to provide a seamless connection between guests and employees. Its amazing features help staff to deliver a personalized guest experience that increases customer satisfaction. 

Ooma: Hotel Phone System

In addition, Ooma’s special features such as intercom and overhead enable you to broadcast messages.

Ooma Features⚡

  • Unlimited Calling and Lines
  • Virtual Receptionist
  • Business Texting and CRM Integration
  • Ring Groups
  • Three-way Conference Calling

Ooma Pros ✅

  • Security Enhancements
  • Collaboration Features
  • Advanced Analytics

Ooma Cons❌

  • Limited Enterprise Features
  • Few Integration Options
  • Complaints of Disconnected Calls

Ooma Pricing💰

PlansPrice
Essentials$19.95/month
Office Pro$24.95/month
Office Pro Plus$29.95/month

Best for: Broadcasting Messages

5. Nextiva

Nextiva is one of the notable hotel phone system providers suitable for large hotels. It offers an easy-to-use interface and a unified and omnichannel communication platform. Moreover, its conversational AI feature helps to handle a large volume of calls. 

Nextiva: Hotel Phone System

Nextiva also helps in self-service and grant requests like booking hotel reservations through natural language processing technology. 

Nextiva Features⚡

  • Unified Interface
  • Live Call Transfer
  • Conversational AI
  • Self-Service
  • Multi-level IVR

Nextiva Pros ✅

  • User-Friendly Interface
  • Communication Flexibility
  • Integration with Business Tools

Nextiva Cons❌

  • Mobile App Issues
  • Scalability Challenges
  • App Reliability

Nextiva Pricing💰

PlansPrice
Essential$18.95/month
Professional$22.95/month
Enterprise$32.95/month

Best for: Handling High-volume, Long-distance Calls

6. Dialpad

Dialpad could be your hotel phone system partner due to its unified communication solution. This feature helps you to work from one workspace and allows you to track everything. 

Dialpad: Hotel Phone System

You can easily setup, manage, assign phone numbers, and control settings effortlessly. Its advanced features include IVR routing and built-in call analytics.

Dialpad Features⚡

  • Built-in AI
  • Custom Call Routing
  • Flexible Call Forwarding
  • Unlimited Call Recording
  • Built-in Call Analytics

Dialpad Pros ✅

  • Comprehensive Communication Suite
  • Flexible Pricing Tiers
  • Voice Intelligence and AI Integration

Dialpad Cons❌

  • Limited Meeting Participants
  • Integration Limitations
  • Meeting Duration Limits

Dialpad Pricing💰

PlansPrice
Standard$15/month
Pro$25/month
Enterprise$35/month

Best for: Improving customer engagement via AI.

7. 8×8

If you are looking for a budget-friendly hotel phone system, 8×8 might be the best option for you. It offers advanced calling features, customizable greetings, a virtual receptionist, and more training tools. Additionally, 8×8 offers unlimited domestic inbound and outbound calls on all plans. 

8x8: Hotel Phone System

8×8 Features⚡

  • Advanced Call Handling and Analytics
  • Video Conferencing
  • Supervisor Analytics
  • Unlimited Calling
  • Internet Fax Services

8×8 Pros ✅

  • Analytics and AI Support
  • Video Meeting Capacity
  • Multichannel Offerings

8×8 Cons❌

  • Unlimited Calling Area Limitations
  • Expensive High-Tier Plans
  • No Whiteboards in Video Meetings

8×8 Pricing💰

PlansPrice
X2 Edition$25/month
X5 Edition $35/month
X8 Edition$55/month

Best for: Training staff

8. Phone.com

Phone.com is the best phone system if your hotel usually sees seasonal surges in booking inquiries and requests. During peak seasons, Phone.com provides live receptionist solutions where trained agents handle customer concerns following provided scripts, enhancing customer service during high-demand periods.

Phone.com: Hotel Phone System

Moreover, Phone.com also provides a wide range of  VoIP phones suitable for hotel front desk use, ensuring efficient and reliable communication tools for hotel staff.

Phone.com Features⚡

  • Conference Calling
  • Call Analytics and Reporting
  • Call Handling Rules
  • Click-to-Call
  • Video Conferencing

Phone.com Pros ✅

  • Affordable and Easy to Use
  • Flexible Calling Plans
  • Analog Phone Compatibility

Phone.com Cons❌

  • Limitation Collaboration Features
  • Limited Native Integrations
  • Limited International Calling Support

Phone.com Pricing💰

PlansPrice
Pro Users$31.99/month
Plus Users$21.99/month
Basic Users$14.99/month

Best for: Managing Seasonal Surges in Booking Inquiries

9. ZoomPhone

ZoomPhone could be the best option for you if you are seeking to manage global communications in hotel chains. It offers a feature-rich cloud phone system for businesses, including hotels, with unlimited domestic calls, SMS messaging, voicemail transcription, and many more. 

Zoom: Hotel Phone System

In addition, Zoom’s business phone service allows businesses to configure and customize their VoIP system and schedule cutover days for transitions.

ZoomPhone Features⚡

  • Call Queues
  • Business Application Integration
  • Global Call Routing
  • Emergency Calling
  • Voicemail Transcription

ZoomPhone Pros ✅

  • International Coverage
  • Customizable Features
  • Conference Room Integration

ZoomPhone Cons❌

  • Privacy Concerns
  • Difficulty in Changing Audio Calls
  • Call Quality Issues

ZoomPhone Pricing💰

PlansPrice
US & Canada Metered$10/month
US & Canada Unlimited$15/month
Global Select$20/month

Best for: Handling Hotel Chains’ Global Communications

10. Aircall

Aircall is another alternative to your hotel phone system. With just an easy setup, you can customize IVR trees and call distribution to ensure that your customers can reach you on their first try. 

Aircall: Hotel Phone System

Furthermore, it helps you to increase staff work efficiency by collaborating with teammates around the world. You can also view the complete data of your guests and travelers instantly and tailor every interaction to fit their needs.

Aircall Features⚡

  • Interactive Voice Response
  • Warm Transfer
  • Live Feed
  • Insight Cards
  • Call Routing

Aircall Pros ✅

  • Ease of Use
  • Flexible Platform Support
  • Call Quality

Aircall Cons❌

  • Lack of Video Conferencing
  • Limited Customization
  • Technical Glitches in Mobile App

Aircall Pricing💰

PlansPrice
Essentials$40/month
Professional$70/month
CustomContact Sales

Best for: 360-Degree View of Customer History

4 Types of Hotel Phone Systems Available in the Market 

Hotel phone system plays a vital role in facilitating seamless communication between staff, guests, and external services. Here are the four main types of hotel phone systems. 

1. Legacy Analog PBX System

A Legacy Analog PBX system or Private Brand Exchange is a traditional way of managing phone calls within a hotel. It relies heavily on traditional phone lines that transmit electrical signals. 

Features⚡

  • Cost-Effective Communication
  • Compatibility
  • Reliability

Examples: Avaya, Mitel, NEC, and ShoreTel

2. Digital PBX System

Digital PBX is an upgraded version of the Legacy Analog PBX system. Even though it relies on some on-premise hardware, Digital PBX offers more features and functionality. It utilizes digital signals for voice transmission. 

Features⚡

Examples: Avaya. Mitel, NEC, ShoreTel, 8×8, Vonage and RingCentral

3. Hosted PBX

Hosted PBX has completely eliminated the on-premise hardware. It is a cloud telephony system hosted on your trusted VoIP service provider servers. Hosted PBX is a popular alternative to traditional phone systems. 

Features⚡

  • Voicemail to Email
  • Call Routing
  • Video Conferencing

Examples: Nextiva, RingCentral, Dialpad, and Mitel

4. Cloud-Based System

Cloud-based systems operate entirely over the Internet and provide a flexible and feature-rich experience. It has two main models: single-tenant and multi-tenant. In a single tenant, each customer has their own dedicated software and supporting infrastructure. In a multi-tenant, a single instance of software and its infrastructure serves multiple customers. 

Features⚡

  • Automation
  • Auto Attendants
  • Call Forwarding

Example: Dropbox, DigitalOcean, AWS, PaaS, laaS, and Microsoft Azure.

Benefits of Using a Modern Hotel Phone System Compared to Traditional Systems

Businesses can benefit in several ways from the use of modern hotel phone systems. Firstly, a modern phone system completely eliminates the on-premise hardware, which will significantly reduce the cost. 

Other than that, this advanced technology offers features like voicemail and clear call quality, providing a richer guest experience. Furthermore, hotels can increase their efficiency via remote management and easy scalability. 

Modern hotel phone systems also integrate with other software effortlessly and help to streamline the operation. Overall, using modern phone systems helps you elevate communication, enhance guest satisfaction, and optimize the bottom line. 

What are the things to consider when choosing a hotel phone system for your business?

Choosing a hotel phone system for your business can be a challenging task for you due to multiple providers. However, you need to understand your specific needs and weigh the pros and cons of different options before selecting a provider. Here are five points that you need to look out for before deciding. 

  • Handles the number of calls

Select the hotel phone system provider, ensuring the system can comfortably manage the number of calls during peak hours or times.

  • Company Expansion

Switching providers after the business growth may be unsuitable for staff and companies. Therefore, choose a provider that can easily scale with your business growth and add additional users and features as your company expands. 

  • Phone Equipment

Evaluate the need for accessories like VoIP headsets, voicemail systems, and other integrated tools to enhance communication efficiency within the hotel. 

  • Training for staff 

Consider the training requirements for staff to efficiently use the new phone system, assuring seamless integration and optimal utilization of features.

  • Phone System Features

Always look out for necessary features such as auto-attendant, room extensions for easy guest access, voicemail system, and many more to enhance customer service and streamline operations. 

Conclusion

The Hotel phone system helps to connect and communicate between the guests and staff members. It plays a vital role in providing better customer service and memorable guest experience. 

Therefore, choosing the right phone system is essential for every hotel. There are multiple phone system providers in the market, which makes it difficult to choose one of them. 

Don’t panic! Look out for your specific needs and find out if some providers fulfill your requirements. However, never miss to examine the features and area coverage of the provider. 

Are you looking for a hotel phone system? Then KrispCall might be the best option for your business. With its scalability, flexibility, and advanced features at an affordable price, KrispCall has a clear cutting edge over its competitors. 

FAQs

How much does a hotel phone system cost?

The cost of the hotel phone system mostly relies on the service provider. Besides that, prices can vary due to advanced features and area coverage. 

What do you mean by VoIP in a hotel phone system?

VoIP, or Voice over Internet Protocol, is a communication technology that enables to make and receive calls over the Internet. Staff and guests can connect and communicate seamlessly via VoIP.

What are the key features of hotel phone systems?

These are the key features of hotel phone systems. 

  • Handling Multiple Calls
  • Clear Sound Quality
  • Automated Messages
  • Auto Attendant or IVR
  • Unified Messaging

What do you mean by Pbx receptionist?

PBX or Private Brand Exchange receptions operate screens, answer, and route all calls. It handles incoming calls on the company’s switchboard and directs calls to the appropriate departments or individuals within the organization.

What are the advantages of VOIP phone systems in Hotels?

These are the advantages of VoIP phone systems in hotels:

  • Improved Call Quality
  • Cost Savings
  • Advanced Features
  • Scalability
  • Integration with Other Systems
Arun Chaudhary

Arun is SEO Analyst at KrispCall. He has written in extensively in the field of cloud telephony and call center solutions.

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