Running a hotel is no small feat. You deal with endless tasks, from managing bookings to ensuring guests have a great stay. Communication hiccups can throw everything off balance. That's where a good hospitality phone system comes in. It helps your team stay connected and respond quickly to guest needs.
I've spent time testing and reviewing these systems to find the best options for you. In my experience, the right phone system can make your daily operations smoother and more efficient.
In this article, I'll share my top picks, focusing on what each system offers and how it can support your team. Let's dive in and find the phone system that fits your needs.
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Our team has been testing and reviewing software since 2012. As hospitality leaders ourselves, we know how difficult—and important—it is to choose the right software.
For this guide, we evaluated tools using hands-on testing and independent research, scoring tools using our selection criteria.
Our reviews reflect our human editorial judgment, not a sales pitch.
Hospitality Phone Systems Comparison Table
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for admin setup for hotel guests | Free trial available | From $15/user/month (billed annually) | Website | |
| 2 | Best for real-time guest service analytics | Free plan + 14-day trial + free demo available | From $25/user/month (billed annually) | Website | |
| 3 | Best for AI-powered call routing | 14-day free trial + free demo available | Pricing upon request | Website | |
| 4 | Best for communications API in hospitality | Free plan available | Pricing upon request | Website | |
| 5 | Best for robust security features | 30-day free trial + free demo available | Pricing upon request | Website | |
| 6 | Best for unified communications platform | From $19.99/user/month, (billed annually). | Website | ||
| 7 | Best for comprehensive enterprise solutions | Pricing upon request. | Website | ||
| 8 | Best for offering comprehensive hospitality solutions | Pricing upon request. | Website | ||
| 9 | Best for easy integration with property management systems | From $25/user/month, (billed annually). | Website | ||
| 10 | Best for scalability in various hotel sizes | Pricing upon request. | Website |
Best Hospitality Phone Systems Reviews
Best for admin setup for hotel guests- Free trial available
- From $15/user/month (billed annually)
Visit WebsiteCustomer Rating:4.5/5
Nextiva hospitality phone system interface Nextiva is a business communications company that offers a cloud-based VoIP phone system to facilitate voice, video, and text communication. Given its robust admin controls and flexibility, Nextiva emerges as a reliable solution for managing communication settings for hotel guests, thereby improving their experience.
Why I Picked Nextiva: In my selection process, Nextiva stood out due to its user-friendly interface and the level of administrative control it offers. These elements are crucial in a hotel setting where distinct setups are often needed for different guests. I judge that Nextiva's robust administrative setup options make it ideal for handling communication preferences in a hospitality context, providing a smooth experience for hotel guests.
Standout features & integrations:
Nextiva's core features include advanced call routing, voicemail to email, unlimited calling and SMS, and video conferencing. Furthermore, it offers a user-friendly admin portal that provides granular control over the system setup. Its CRM integrations include popular systems like Salesforce, productivity tools such as Microsoft 365, and other platforms like Zendesk and ServiceNow.
Pros and Cons
Pros:
- Offers unlimited calling and SMS
- Integrates with popular CRM and productivity tools
- Provides robust admin control for system setup
Cons:
- Customer support could be more responsive
- Annual billing required for lower pricing
- Advanced features require higher-tier plans
Learn more about Nextiva:
Best for real-time guest service analytics- Free plan + 14-day trial + free demo available
- From $25/user/month (billed annually)
Visit WebsiteCustomer Rating:4.2/5
CloudTalk’s modern dashboard displays live call activity, queue status, and agent performance metrics—ideal for hotel teams managing high guest call volumes in real time. CloudTalk is a cloud-based phone system designed to enhance communication efficiency for hospitality businesses. It offers tools for managing high call volumes, routing guest inquiries, and connecting international callers — all essential in a hotel environment where responsiveness and reliability are key.
Why I Picked CloudTalk: I picked CloudTalk for its intelligent call management capabilities that help hotels handle both guest and staff communication smoothly. You can design custom call flows, use interactive voice menus for reservations, and queue calls during busy check-in periods. I also liked its AI features, such as automatic call summaries and sentiment analysis, which can help you monitor service quality and guest satisfaction in real time. With support for local numbers in over 160 countries, CloudTalk is particularly well-suited for hotels that cater to international guests.
Standout features & integrations:
CloudTalk includes tools like a call flow designer, IVR menus, and real-time call monitoring to help manage guest communications efficiently. Its AI voice agents offer 24/7 automated assistance, while analytics and call transcription features provide insights into team performance. The system integrates with leading CRMs and helpdesk tools including HubSpot, Salesforce, Zoho CRM, Zendesk, and Monday.com, allowing your staff to manage calls and guest data from one platform.
Pros and Cons
Pros:
- Integrates with top CRM systems
- Supports local numbers worldwide
- Offers 24/7 AI voice agents
Cons:
- Occasional call quality inconsistencies
- Pricing structure can be complex
Learn more about CloudTalk:
Best for AI-powered call routing- 14-day free trial + free demo available
- Pricing upon request
Visit WebsiteCustomer Rating:4.3/5
Dialpad hospitality phone system interface Dialpad is a cloud-based communication system that provides voice, video, and messaging services. Its distinguishing feature is its AI-powered call routing capability, which can significantly improve customer service efficiency in the hospitality industry.
Why I Picked Dialpad: I chose Dialpad for its innovative use of AI in call routing. This feature stands out as it can intelligently direct incoming calls to the appropriate department or individual, thus optimizing customer service efficiency. Based on this unique capability, I believe Dialpad is best for AI-powered call routing in hospitality settings.
Standout features & integrations:
Dialpad's AI-powered call routing can analyze the caller's intent and route the call to the best-suited department. Additionally, its voice intelligence feature can provide real-time coaching and post-call analytics. Dialpad integrates effectively with widely used applications like G Suite, Office 365, Salesforce, and Zendesk, making it a versatile addition to any tech stack.
Pros and Cons
Pros:
- Smooth integration with common business applications
- Real-time coaching and post-call analytics for continual improvement
- AI-powered call routing improves customer service efficiency
Cons:
- May experience occasional delays or lags in the service
- More advanced features require higher-priced plans
- Some users might find the interface not so intuitive
Learn more about Dialpad:
Best for communications API in hospitality- Free plan available
- Pricing upon request
Visit WebsiteCustomer Rating:4.1/5
Vonage hospitality phone system interface Vonage is a renowned communication platform offering extensive services, including voice, messaging, video, and data API solutions. With its powerful APIs, Vonage stands as a robust option for hospitality businesses looking to incorporate customized communication features into their existing systems.
Why I Picked Vonage: Vonage's comprehensive communications API is perfect for customizing hospitality systems, making them my top choice for businesses looking to create a communication platform that meets their specific needs.
Standout features & integrations:
Among Vonage's numerous features, its Voice API stands out. It lets businesses create a personalized call experience with features like call tracking, call forwarding, voice notifications, and interactive voice response. Vonage's Messaging API allows the integration of SMS, MMS, and social chat apps into a single streamlined system. Important integrations include CRM systems like Salesforce, productivity tools like Office 365, and team collaboration platforms like Slack.
Pros and Cons
Pros:
- Smooth integration with popular CRM and productivity tools
- Compatible with multiple communication channels
- Extensive API for customizable communications
Cons:
- Quality of customer support could be improved
- The user interface may seem complex for beginners
- More advanced API features require higher-tier plans
Learn more about Vonage:
Best for robust security features- 30-day free trial + free demo available
- Pricing upon request
Cisco hospitality phone system interface Cisco provides networking and communication solutions for the hospitality industry, with a focus on data management and security to protect both hotels and their guests' critical information.
Why I Picked Cisco: I picked Cisco for its reputation as a leading player in the technology industry and its emphasis on security features. Their long-standing experience and emphasis on safety, including encryption and firewall, make it stand out from the crowd. As a result, Cisco is the best tool for robust security features in a hotel communication system.
Standout features & integrations:
Cisco offers a wide range of features, including secure Wi-Fi, guest access services, and robust firewall and intrusion prevention systems. These security features ensure that sensitive guest information is well protected. They also provide integration with various hotel management systems to improve operational efficiency.
Pros and Cons
Pros:
- Global reputation and reliability
- Wide range of products and services for different needs
- Strong emphasis on security features
Cons:
- Technical support can sometimes be slow
- May be too advanced for small hotels
- Pricing is complex and not readily available
Learn more about Cisco:
Best for unified communications platform- From $19.99/user/month, (billed annually).
Ring Central hospitality phone system interface Ring Central is a well-known name in the VoIP hotel phone systems business, with various options for small hotel businesses and organizations. It is a cloud-based communication solution offering various services such as voice, fax, text messaging, and video conferencing.
Why I Picked Ring Central: Ring Central caught my attention due to its comprehensive suite of communication services consolidated into one platform. Providing a unified communication system offers an efficient solution for hotels that often need to manage various communication channels. That's why Ring Central is best suited for providing a unified communications platform.
Standout features & integrations:
Ring Central brings together voice, fax, text messaging, and video conferencing into one platform, making it easy for hotels to manage communications. The system integrates well with many popular business apps such as G Suite, Office 365, Salesforce, and Zendesk, further improving efficiency and data flow.
Pros and Cons
Pros:
- Scalable for both larges and small businesses
- Offers integration with popular business apps
- Provides a comprehensive suite of communication services
Cons:
- High cost for larger teams
- The interface might be challenging to navigate for new users
- Customer service may be lacking
Learn more about Ring Central:
Comcast hospitality phone system interface Comcast provides internet, phone, and TV services for businesses. It's a great choice for unified communication needs.
Why I Picked Comcast: When comparing different best hotel phone system providers, I chose Comcast for its capability to offer a comprehensive range of enterprise solutions. Comcast's vast network infrastructure and all-in-one services make it the top choice for comprehensive enterprise solutions.
Standout features & integrations:
Comcast’s primary features include high-speed internet, advanced voice solutions, and a vast selection of TV channels. Additionally, it offers cybersecurity solutions and cloud-based solutions to ensure secure and efficient business operations. While Comcast's platform does not have direct integrations like SaaS applications, its broadband service supports all cloud-based applications that enterprises might use, such as Salesforce, Slack, or Google Workspace.
Pros and Cons
Pros:
- Has a robust network infrastructure
- Offers cybersecurity and cloud-based solutions
- Provides a comprehensive range of services
Cons:
- Limitations on integrations compared to other SaaS applications
- Customer service can be improved
- Customized pricing lacks transparency
Learn more about Comcast:
NEC hospitality phone system interface NEC provides an array of communication solutions targeted towards the hospitality industry. With a focus on enhancing guest experience and improving operational efficiency, NEC stands out for its comprehensive suite of hospitality solutions.
Why I Picked NEC: I selected NEC due to its wide range of solutions designed specifically for the hospitality sector. From guest room management to back-office operations, NEC has something for everyone. What sets it apart from the rest is its comprehensive approach, covering almost all aspects of hospitality communication, making it best for offering comprehensive hospitality solutions.
Standout features & integrations:
NEC's solutions include voice and IP phone communications, unified communications, and property management system integrations. It also offers softphone technology, allowing smartphones or computers to function as VoIP phones. Their UNIVERGE communication platform provides unified communications, including voice, video, and web collaboration.
Pros and Cons
Pros:
- Extensive customization possibilities
- Strong emphasis on unified communications
- Wide range of hospitality-specific solutions
Cons:
- Custom solutions may require longer implementation times
- May be too complex for smaller operations
- Pricing information is not readily available
Learn more about NEC:
Best for easy integration with property management systems- From $25/user/month, (billed annually).
3CX Hotel PBX hospitality phone system interface 3CX Hotel PBX is a phone system specifically designed for hotels, providing phone services like call handling, conferencing, and messaging. Its standout feature is the easy integration with property management systems, hence making it the best choice for this requirement.
Why I Picked 3CX Hotel PBX: I chose 3CX Hotel PBX for its focus on the unique needs of hotels and its impressive integration capabilities with property management systems. This system seamlessly integrates with hotel property management, making it the best choice for effortless linking of phone and management systems.
Standout features & integrations:
3CX Hotel PBX offers features such as wake-up calls, room status, and guest voicemail. Most importantly, it provides integrations with a broad range of Property Management Systems (PMS), aiding in streamlining of hotel operations.
Pros and Cons
Pros:
- Variety of hotel-friendly features
- Robust integration with property management systems
- Tailored for hotel-specific needs
Cons:
- The user interface may require some learning for new users
- Limited applicability outside the hospitality sector
- Pricing may be high for smaller establishments
Learn more about 3CX Hotel PBX:
Mitel hospitality phone system interface Mitel offers a range of well-suited communications solutions that are well-suited for the hospitality industry. They provide features that cater to both small hotels and large, international chains, making it a versatile solution for diverse hotel sizes.
Why I Picked Mitel: I chose Mitel because it offers a range of scalable solutions that can comfortably cater to different hotel sizes. Its flexible structure and broad set of features make it stand out. This flexibility ensures it can cater to the specific needs of any hospitality establishment, hence, it is best for scalability in various hotel sizes.
Standout features & integrations:
Mitel’s hospitality solutions include integrated voice and data communications, contact center solutions, and unified communications. A notable feature is its MiVoice system, a unified communications platform that can integrate with a variety of property management systems.
Pros and Cons
Pros:
- Extensive support for different property management systems
- Offers integrated voice and data communications
- Scalable to cater to different hotel sizes
Cons:
- Setup and integration may require professional assistance
- Some features may not be necessary for smaller establishments
- No clear pricing information available online
Learn more about Mitel:
Other Hospitality Phone Systems
Below is a list of additional hospitality phone systems that I shortlisted, but did not make it to the top 10. Definitely worth checking them out.
- 11T-Mobile for BusinessBest for AI Recaps of calls
- 12Spectrum VoIPBest for VoIP service flexibility
- 13Cloud5Best for broad connectivity options
- 14PhoneSuiteBest for purpose-built hotel communication
- 15OomaGood for integration with popular hospitality systems
- 16YeastarGood for cost-effective hybrid IP PBX systems
- 17XorComGood for robust Asterisk-based IP PBX solutions
- 18NoniusGood for unifying hotel guest communication needs
- 19SangomaGood for businesses looking for versatile unified communication services
- 20Net2PhoneGood for businesses seeking a cloud-based phone solution
- 21Clarion Communication ManagementGood for modernizing traditional desk phone systems
- 22DISHGood for integrating television and communication services
- 23Sunco Communication & InstallationGood for comprehensive communication services in Canada
How I Evaluate Hospitality Phone Systems
I split my evaluation into baseline criteria—like PMS integration and call accounting—and differentiators that separate vendors for multi-department operations or multi-property portfolios.
Core Functionality (Table Stakes For This List)
When I'm selecting tools for my list, I rank each one on a scale from 0 (does not offer the functionality) to 5 (excels in this area) for each core functionality listed below. Then, I calculate the tool's total score into a percentage. Each tool needs to achieve a minimum total score of 55% to be considered for inclusion.
- PMS Integration: I check whether the system syncs guest check-in/out data and room status with platforms like Oracle Opera, Mews, or Cloudbeds in real time.
- Guest Room Telephony Features: Automated wake-up calls, voicemail with message waiting indicators, and Do Not Disturb control are what I evaluate for in-room functionality.
- Call Accounting & Billing: I look for automatic call rating and direct folio posting so front desk teams aren't manually reconciling guest call charges at checkout.
- Staff Communication Tools: Whether housekeeping can update room status from a handset or maintenance can receive dispatch calls matters, so I evaluate multi-department reach.
- SIP/VoIP & Legacy Support: Many hotels still run analog infrastructure, so I consider hybrid compatibility and migration paths alongside cloud or IP-native deployment.
- Multi-Property Management: For operators running more than one property, I look at centralized administration, cross-property user provisioning, and consolidated reporting.
Once I have a list of tools that meet this criteria, I consider what sets each platform apart.
Differentiating Factors (What Sets Vendors Apart)
Here's how I compare and contrast different vendors:
Standout Features
AI-powered voice assistants are a real differentiator—I evaluate whether a system can field guest requests like restaurant reservations or spa bookings without tying up front desk staff. Mobile staff apps matter too. When housekeeping receives task assignments and updates room status from a smartphone, it reduces radio traffic and speeds up turnovers. I also consider E911 capabilities, since properties with multi-line systems need automatic location identification and front desk alerts when emergency calls are placed.
Beyond Features
Total cost of ownership is one of the first things I evaluate. Per-room licensing scales very differently than per-extension pricing, especially for a 200-room property with shared back-of-house lines. Implementation support matters just as much—I look for vendors with hospitality-experienced deployment teams who can manage a cutover from legacy PBX without disrupting active guest operations. Deployment flexibility rounds out my assessment. A resort with limited bandwidth has different needs than a city hotel with full fiber, so I check for cloud, on-premise, and hybrid options.
How to Choose Hospitality Phone System
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| FactorScalability | What to ConsiderCan the system grow with your business? Consider if it can handle more locations or users as you expand. Avoid systems that can't keep up with your growth. |
| FactorIntegrations | What to ConsiderDoes it connect with your existing tools like your property management system or CRM? Ensure compatibility to avoid data silos and manual work. |
| FactorCustomizability | What to ConsiderCan you tailor the system to fit your specific needs? Check if you can adjust settings and features to match your workflows. |
| FactorEase of use | What to ConsiderIs the interface intuitive for your team? Look for systems with straightforward navigation to reduce training time and errors. |
| FactorImplementation and onboarding | What to ConsiderHow long does it take to get started? Evaluate the onboarding process for speed and support. Consider systems with clear guides and responsive help. |
| FactorCost | What to ConsiderDoes the pricing fit your budget? Compare the cost against the features offered. Watch out for hidden fees and ensure transparency in pricing. |
| FactorSecurity safeguards | What to ConsiderAre data protections in place? Ensure the system complies with industry regulations and offers encryption and regular security updates. |
| FactorSupport availability | What to ConsiderIs help available when you need it? Check the support hours and channels offered. Prioritize vendors with 24/7 support if your operations run around the clock. |
What Is a Hospitality Phone System?
A hospitality phone system is a communication solution designed specifically for hotels and similar establishments. Hotel managers, front desk staff, and customer service teams generally use these tools to enhance guest communication and improve operational efficiency. Features like call handling, integration with property management systems, and voicemail support help with managing guest interactions and ensuring smooth operations. Overall, these tools provide value by improving communication and reducing operational costs.
Features
When selecting hospitality phone system, keep an eye out for the following key features:
- Call handling: Efficiently routes and manages incoming and outgoing calls to ensure prompt guest service.
- Integration with property management systems: Syncs with existing hotel management tools for seamless data flow and reduced manual entry.
- Voicemail support: Provides guests with the option to leave messages, ensuring no communication is missed.
- Multi-line support: Allows multiple calls to be handled simultaneously, essential for busy hotel environments.
- Customizable call flows: Tailors call routing and handling to suit specific hotel operations and guest needs.
- Mobile app access: Enables remote management of calls and messages, offering flexibility for hotel staff.
- AI-powered call routing: Uses artificial intelligence to direct calls to the most appropriate department or staff member.
- Call analytics and reporting: Provides insights into call patterns and performance, helping to optimize hotel operations.
- Multi-language support: Accommodates international guests by offering communication in various languages.
- Security safeguards: Ensures data protection and compliance with industry regulations to maintain guest privacy and trust.
Benefits
Implementing hospitality phone system provides several benefits for your team and your business. Here are a few you can look forward to:
- Improved communication: Ensures swift and efficient guest interactions through features like call handling and voicemail support.
- Operational efficiency: Reduces manual tasks and errors by integrating with property management systems and providing call analytics.
- Enhanced guest experience: Offers personalized service with customizable call flows and multi-language support.
- Flexibility for staff: Allows staff to manage calls remotely via mobile app access, providing convenience and adaptability.
- Cost savings: Minimizes operational costs by optimizing call routing and reducing the need for additional hardware.
- Data-driven insights: Provides valuable call analytics and reporting to help improve service and decision-making.
- Security and compliance: Protects guest information with security safeguards and adherence to industry regulations.
Costs & Pricing
Selecting a hospitality phone system requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in hospitality phone system solutions:
Plan Comparison Table for Hospitality Phone System
| Plan Type | Average Price | Common Features |
|---|---|---|
| Plan TypeFree Plan | Average Price$0 | Common FeaturesBasic call handling, voicemail support, and limited integrations. |
| Plan TypePersonal Plan | Average Price$5-$25/user/month | Common FeaturesCall handling, voicemail, basic reporting, and mobile app access. |
| Plan TypeBusiness Plan | Average Price$30-$60/user/month | Common FeaturesAdvanced call routing, integration with PMS, call analytics, and multi-language support. |
| Plan TypeEnterprise Plan | Average Price$70-$120/user/month | Common FeaturesCustomizable call flows, AI-powered call routing, dedicated support, and enhanced security features. |
Most Common Questions Regarding Best Hospitality Phone Systems (FAQ's)
Can a hospitality phone system integrate with existing hotel management software?
Yes, most hospitality phone systems can integrate with existing hotel management software. This integration allows for seamless data flow between systems, reducing manual entry and the risk of errors. When choosing a phone system, ensure it’s compatible with your current property management system or CRM. Integration helps in tracking guest interactions and preferences, leading to a more personalized guest experience. Always check with the vendor about specific integrations before purchasing.
How does a hospitality phone system enhance guest experience?
A hospitality phone system enhances the guest experience by ensuring quick and efficient communication. With features like call routing and voicemail, guests can easily reach the right department or leave messages when necessary. This reduces wait times and ensures their needs are promptly addressed. Additionally, multi-language support and personalized call flows cater to diverse guest preferences, making their stay more enjoyable. By improving communication, you can significantly boost guest satisfaction.
Is a hospitality phone system suitable for small hotels?
Yes, a hospitality phone system is suitable for small hotels. Many providers offer scalable solutions that can fit the needs of smaller operations. These systems offer essential features like call handling and voicemail without the complexity or cost of enterprise solutions. Small hotels can benefit from improved communication and guest service without a significant investment. Look for plans tailored to smaller teams, ensuring you get the necessary features without paying for extras you don’t need.