As a business owner in the hospitality industry, you know that your business phone system is one of your most important tools. Guest room phones are how your guests communicate with you, and it's critical that your system is reliable and easy to use.
That's why I've created this guide to the best hospitality phone system, which lays out some of the most popular telephone systems on the market and explains the functionality of each, how much they cost and what features to look for when making your purchase.
12 Best Hospitality Phone Systems Shortlist
After extensive evaluation, I've curated a selection of the top 12 hospitality phone systems:
- Cloud5 - Best for broad connectivity options
- PhoneSuite - Best for purpose-built hotel communication
- 3CX Hotel PBX - Best for easy integration with property management systems
- NEC - Best for offering comprehensive hospitality solutions
- Mitel - Best for scalability in various hotel sizes
- Cisco - Best for robust security features
- Ring Central - Best for unified communications platform
- Dialpad - Best for AI-powered call routing
- Vonage - Best for communications API in hospitality
- Nextiva - Best for admin setup for hotel guests
- Comcast - Best for comprehensive enterprise solutions
- Spectrum VoIP - Best for VoIP service flexibility
Whether you're in the market for a new phone system or just curious about what's out there, read on for an in-depth look at the best hospitality phone systems.
What are Hospitality Phone Systems?
Hospitality phone systems are specific phone systems designed for businesses in the hospitality industry. They are often custom-made to suit the specific needs of hotels, resorts, and other hospitality businesses. Sometimes they're referred to as PBX phone systems.
Overview of the 12 Best Hospitality Phone Systems
1. Cloud5 - Best for broad connectivity options
Cloud5 is a communication technology and services platform designed for the hospitality industry. Their solutions deliver a wide array of connectivity options, making them the best choice for broad connectivity needs.
Why I Picked Cloud5:
I selected Cloud5 because of its strong commitment to providing wide-ranging connectivity solutions tailored for hotels. Their services stand out due to the comprehensive suite of connectivity options they offer. This is why Cloud5 is best for broad connectivity options.
Standout features & integrations:
Cloud5 offers HD voice, broadband, and contact center solutions, along with advisory, project, and technical services. They also provide data solutions that allow integration with multiple property management systems.
Pricing:
The pricing starts from $15/user/month (billed annually). This includes a basic package with features such as HD voice and broadband.
Pros:
- Wide variety of connectivity solutions
- Integration with multiple property management systems
- Expert advisory and technical services
Cons:
- Pricing can be high for smaller establishments
- The advanced features may require technical expertise
- Annual billing may not suit all budgets
2. PhoneSuite - Best for purpose-built hotel communication
PhoneSuite is a telephony solution designed specifically for the hospitality industry, focusing on both guest and staff communication needs. Its dedication to hotel-specific requirements makes it the best tool for purpose-built hotel communication.
Why I Picked PhoneSuite:
In my evaluation, PhoneSuite came out as a unique choice because it offers a robust communication solution created with hotels in mind. Their platform stands out due to its focus on delivering exactly what hotels need for guest and staff communication. Therefore, PhoneSuite is best for purpose-built hotel communication.
Standout features & integrations:
PhoneSuite provides features such as auto-attendant, call accounting, ring groups, and room status updates. Furthermore, it offers a VoiceWare platform that integrates with most property management systems (PMS), streamlining hotel operations.
Pricing:
PhoneSuite's pricing starts from $20/user/month (billed annually), inclusive of their primary communication features.
Pros:
- Designed specifically for hotel communication
- Wide array of hotel-centric features
- High-quality integrations with property management systems
Cons:
- Annual billing might not suit all budgeting preferences
- Pricing might be steep for smaller hotels
- Specialized focus means less applicability outside of the hospitality sector
3. 3CX Hotel PBX - Best for easy integration with property management systems
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.
Pricing:
Pricing starts from $25/user/month (billed annually). This includes their primary communication and integration features.
Pros:
- Tailored for hotel-specific needs
- Robust integration with property management systems
- Variety of hotel-friendly features
Cons:
- Pricing may be high for smaller establishments
- Limited applicability outside the hospitality sector
- The user interface may require some learning for new users
4. NEC - Best for offering comprehensive hospitality solutions
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.
Pricing:
NEC's pricing details are not openly listed. They offer bespoke solutions, hence the pricing would vary depending on the customer's specific requirements. Therefore, you'd need to contact them for a quote. "Pricing upon request."
Pros:
- Wide range of hospitality-specific solutions
- Strong emphasis on unified communications
- Extensive customization possibilities
Cons:
- Pricing information is not readily available
- May be too complex for smaller operations
- Custom solutions may require longer implementation times
5. Mitel - Best for scalability in various hotel sizes
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.
Pricing:
Mitel's pricing is variable, depending on the particular solutions chosen and the size of the hotel. For a more specific cost breakdown, they recommend contacting their sales team. "Pricing upon request."
Pros:
- Scalable to cater to different hotel sizes
- Offers integrated voice and data communications
- Extensive support for different property management systems
Cons:
- No clear pricing information available online
- Some features may not be necessary for smaller establishments
- Setup and integration may require professional assistance
6. Cisco - Best for robust security features
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.
Pricing:
Cisco's pricing structure is quite complex, as it offers a wide range of products and services. They suggest reaching out to their sales team for a detailed quote. "Pricing upon request."
Pros:
- Strong emphasis on security features
- Wide range of products and services for different needs
- Global reputation and reliability
Cons:
- Pricing is complex and not readily available
- May be too advanced for small hotels
- Technical support can sometimes be slow
7. Ring Central - Best for unified communications platform
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.
Pricing:
Ring Central offers its unified communications platform starting from $19.99/user/month (billed annually). This pricing is for their essential plan, which accommodates up to 20 users.
Pros:
- Provides a comprehensive suite of communication services
- Offers integration with popular business apps
- Scalable for both larges and small businesses
Cons:
- Customer service may be lacking
- The interface might be challenging to navigate for new users
- High cost for larger teams
8. Dialpad - Best for AI-powered call routing
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.
Pricing:
Dialpad's pricing starts from $15/user/month (billed annually), with their Standard Plan. This includes unlimited calling within the country of your business phone number.
Pros:
- AI-powered call routing improves customer service efficiency
- Real-time coaching and post-call analytics for continual improvement
- Smooth integration with common business applications
Cons:
- Some users might find the interface not so intuitive
- More advanced features require higher-priced plans
- May experience occasional delays or lags in the service
9. Vonage - Best for communications API in hospitality
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.
Pricing:
Vonage's pricing starts from $19.99/user/month for their Mobile Plan, offering unlimited calling and SMS in the US and Canada, team messaging, and VoIP features.
Pros:
- Extensive API for customizable communications
- Compatible with multiple communication channels
- Smooth integration with popular CRM and productivity tools
Cons:
- More advanced API features require higher-tier plans
- The user interface may seem complex for beginners
- Quality of customer support could be improved
10. Nextiva - Best for admin setup for hotel guests
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.
Pricing:
Nextiva pricing begins from $20.95/user/month (when billed annually) for their Essential Plan, providing unlimited voice calling, a toll-free local number, and voicemail to email.
Pros:
- Provides robust admin control for system setup
- Integrates with popular CRM and productivity tools
- Offers unlimited calling and SMS
Cons:
- Advanced features require higher-tier plans
- Annual billing required for lower pricing
- Customer support could be more responsive
11. Comcast - Best for comprehensive enterprise solutions
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.
Pricing:
Comcast provides customized pricing depending on the services selected and the size of the enterprise. Hence, the pricing is available upon request.
Pros:
- Provides a comprehensive range of services
- Offers cybersecurity and cloud-based solutions
- Has a robust network infrastructure
Cons:
- Customized pricing lacks transparency
- Customer service can be improved
- Limitations on integrations compared to other SaaS applications
12. Spectrum VoIP - Best for VoIP service flexibility
Spectrum VoIP provides Voice over Internet Protocol (VoIP) services that offer businesses flexible, scalable, and feature-rich communication solutions. Spectrum VoIP stands out for its flexibility, as it allows businesses to customize their communication systems based on their specific needs.
Why I Picked Spectrum VoIP:
In making my selection, Spectrum VoIP stood out for its flexible approach to VoIP services. I chose Spectrum VoIP due to its capability to deliver communication services tailored to fit each business's unique requirements. Its customization ability and robust feature set led me to determine Spectrum VoIP as the best choice for VoIP service flexibility.
Standout features & integrations:
Spectrum VoIP's standout features include call recording and transcription, video conferencing, virtual fax, and automatic call distribution. Spectrum VoIP offers mobility with a mobile app and integrates with popular CRM systems like Salesforce and Zoho.
Pricing:
Pricing for Spectrum VoIP starts from $29.95/user/month (billed annually). However, there may be additional charges for certain add-on features and integrations.
Pros:
- Offers high level of service customization
- Integrates with popular CRM systems
- Rich in features including video conferencing and mobile device app
Cons:
- Pricing can increase with add-ons
- Annual billing can lead to higher upfront costs
- Quality of service may depend on the user's internet connection
Other Hospitality Phone Systems
Below is a list of additional hospitality phone systems that I shortlisted, but did not make it to the top 12. Definitely worth checking them out.
- Xorcom - Good for robust Asterisk-based IP PBX solutions
- Clarion Communication Management - Good for modernizing traditional desk phone systems
- Yeastar - Good for cost-effective hybrid IP PBX systems
- Nonius - Good for unifying hotel guest communication needs
- DISH - Good for integrating television and communication services
- Ooma - Good for integration with popular hospitality systems
- Sunco Communication & Installation - Good for comprehensive communication services in Canada
- Net2Phone - Good for businesses seeking a cloud-based phone solution
- Orbiss - Good for customized phone solutions in the UK hospitality industry
- Sangoma - Good for businesses looking for versatile unified communication services
- Infiniti Telecommunications - Good for accommodating diverse communication needs in Australia
What are the Benefits of Using Hospitality Phone Systems?
There are a number of reasons why you should consider using a hospitality phone system in your business. Here are some of the key benefits:
- Improved customer service - A hospitality phone system can help you provide a better customer experience, with features such as voicemail to email, which can save customers time.
- Increased efficiency - With a hospitality phone system, your team can manage calls more effectively and take orders faster. This can help to improve your bottom line by boosting productivity.
- Enhanced security - A hospitality phone system can help to keep your business safe by providing features such as caller ID and call recording. This can help you protect your staff and your customers' confidential information.
- Increased flexibility - With a hospitality phone system, you can manage your calls from anywhere in the world, giving you the flexibility to work from anywhere.
- Low cost of ownership - Hospitality phone systems are typically very cost-effective, and can save you money in the long run by reducing the need for manual processes.
How Much do Hospitality Phone Systems Usually Cost?
How much do hospitality phone systems usually cost?
This can vary greatly, as there are a wide range of hospitality phone systems on the market. However, most systems cost between $200 and $1,000 per phone, with the average being around $500 per phone.
When purchasing a hospitality phone system, it's important to consider the features you need. The most basic systems will just allow you to make and receive calls, but more advanced systems can offer a wide range of features, such as voicemail to email, caller ID, conference calling, and more.
Key Features to Look for
Some of the features common to hospitality phone systems include:
- Integration with property management systems
- Call accounting and reporting
- Custom voicemail messages for guests
- Ability to track and manage hotel staff calls
List Of The Best Hospitality Phones
Now that you know what hospitality phone systems are and some of the key benefits of using them, it's time to take a look at some of the best hardware options on the market. Here's a list of the best hospitality phones to check out:
- Panasonic KX-NT553
- NEC Univerge SV9100
- Mitel MiVoice 5330e
- Avaya Aura IP Office
- Cisco Unified Communications Manager
- Yealink SIP-T19P E2
- Grandstream GXP1610
- Polycom VVX 501
- Snom 320
- Panasonic KX-TGP550
- BT Diverse 6150
- Yealink T48G
- Samsung SSP-6845
- Avaya one-X Portal
- Mitel MiVoice 6935 IP
- Grandstream GXP2140
- Cisco SPA508G
- Polycom VVX 501
- Avaya IP Office
- Mitel MiContact Center
- Cisco Unified Contact Center Enterprise
- ShoreTel ShoreGear
- NEC DS2000
- AskoziaPBX
- Panasonic KX-TA824
- Yealink T46G
- Samsung OfficeServ 7030
- Grandstream GXP2140
How to Choose the Best Hospitality Phone System for Your Business
When it comes to choosing the best hospitality phone system for your business, there are a few key factors to consider. How many phones do you need? What kind of features do you need? How much can you afford to spend?
How to Set Up Your Hospitality Phone System
Now that you've chosen the best hospitality phone system for your business, it's time to set it up! This process will vary depending on the brand and model of phone system you choose, but there are a few key steps you'll need to follow in order to get your phones up and running.
First, you'll need to connect your phones to the broadband or internet connection in your business. Then, you'll need to configure your phones according to your specific needs and preferences. Finally, you'll need to test the phones to make sure they're working properly.
Once your hospitality phone system is set up, you'll be able to enjoy all of the benefits it has to offer. Such as advanced call management features, streamlined communication between staff members, and enhanced customer service.
Other Hospitality Phone System Reviews
Conclusion
When it comes to hospitality phone systems, there are a lot of factors to consider. But with the right system in place, your business can run more smoothly and make guests feel more comfortable and relaxed.