Best hotel phone systems
Provided by specialist suppliers, hotel telephone systems connect your staff with your guests. Find out more here
Good communication is the linchpin of any successful hotel operation, and a reliable hotel phone system is the cornerstone of good communication. Even a small hotel or bed and breakfast (BnB) has to juggle the whims and wishes of multiple guests, whilst also managing the bevy of staff that attend to them.
Having a good communication system in your hotel is about more than just facilitating the flow of information, creating a memorable and slick guest experience will also help to build brand loyalty.
When choosing a hotel phone system, you’ll need to consider a number of factors, including the call volumes, device features, and services that you expect the phones to be used for. There’s also the small matter of your budget.
So whether you need phones to connect guests’ rooms and offer wake-up calls, provide your reception and booking staff with enhanced communications, or as a way to keep various teams informed across your property, you’ll need to find a system that fits your business.
But what phone system should you use in your hotel, and how do you choose? What differentiates these phone systems? Which products are available, and how do you refine your search to find the best match for your business?
In this article, we’ll help you to understand the best phone systems for hotels. We’ve profiled some of the top phone systems for hospitality to show you what’s available, and to help you choose the right system for your hotel’s requirements.
Or, if you'd like information directly from phone system providers, take a minute to answer a few questions about your business at the top of the page and you'll receive bespoke quotes and information.
1. Hotel phone systems: At-a-glance comparison
With several hotel phone system options available, generally offering similar services, it can be difficult to decide which is the best for your business. We’ve compiled a list of some of the best systems available in the UK, and looked at what they can offer your hotel.
Read on to learn more about what to consider when choosing a telephone system for your hotel, or click on the names of a telephone system in the table below to jump straight to its product information later in the article.
|Hotel phone system||Best for||Rough cost per phone|
|Mitel MiVoice 6940 IP Phone||Receptions||£300|
|Cisco Unified SIP Phone 3900 Series||Guest rooms||£50|
|Ericsson DBC 3213 Executive Telephone||Budgets||£45|
|Mitel 9116 Analog Phone||Guest rooms||£25|
For more detailed information related to your hotel’s needs specifically, simply fill in the form at the top of the page to compare quotes for telephone systems now.
2. Tips for choosing the best hotel telephone system for you
Overseeing the comings and goings in a busy hotel can be quite a task, with both guests and staff needing some form of management at all times. Basic hotel IP phone systems can do just that, providing up-to-date guest information, LCD screens, and voicemail.
Some questions to consider to help you choose a hotel phone system include:
- How many calls does your hotel make and receive each day?
- Do your guests/staff mainly require national or international calls?
- Which other systems, if any, might your phone system need to be integrated with? E.g. booking system, restaurant management software
- How many lines does your hotel need?
- Where do you intend to use the phone systems?
Consider the types of hotel phone you might need
From full-featured reception consoles to more basic phones for guests’ rooms, there are a variety of hotel phones available, providing varying levels of functionality.
Hotel guest room phones
A guest room phone will usually be durable and easy to use, as well as wall mountable. Typically, it has limited functionality, with features including caller ID, a wake-up call function, and voicemail.
Hotel reception phones
The hotel reception phone is an essential tool for communicating vital information around the hotel.
Therefore, a decent hotel reception phone will usually have HD audio (to ensure there’s no miscommunication), a large touchscreen display for viewing guest information, and mobile integration, alongside all the features you’d expect from a standard internet protocol (IP) phone.
Other hotel phones
When deciding on a phone for the other rooms in your hotel, such as the gym, kitchen or laundry, think about what would be suitable for that environment and what kind of functionality you’ll need.
For example, a phone in a busy, noisy, greasy kitchen should be hard-wearing and easy to use, while your laundry room phone should be connected to a system that makes it reachable by all your guests.
What will guests expect?
While guests’ needs are likely to vary, there are some key features that many will expect from telephones for hotels. These include:
- Wake-up calls
- Room-to-room calls
- Front desk connection
- National/international dialling
3. Hotel phone systems: A deep dive
In this section, we take a closer look at some of the key suppliers of telephone systems for hotels.
This Canadian company is a big player in the hospitality phone system industry, with experience working with everyone from small scale hotels to large luxury operations around the world.
Pros and cons
- Range of products and features
- Well-known brand in the industry
- Offering suitable for smaller and larger establishments
- Varying price points
- Not suitable for premises with 150+ rooms
- Doesn’t specialise in products for small hotels
The Mitel 400 Hospitality Package was designed with specific functions for hotels and guest management, and to be “seamlessly integrated” into a hotel’s existing processes and infrastructure. It’s specifically aimed at establishments with fewer than 150 guest rooms.
Its features are numerous and comprehensive. They include:
- Easy check in/check out
- Network services billing
- Housekeeping information
Mitel MiVoice 6940 IP Phone
With a large 7” LCD touch display screen and a multitude of features, the executive level MiVoice 6940 IP Phone is a receptionist’s dream. It offers:
- 96 programmable keys
- A cordless headset
- Built-in support for Bluetooth
- High definition audio
- A USB port for charging mobile phones
- Option to synchronise the contacts from a smartphone
Retails from around £300.
Mitel 9116 Analog Phone
Mitel’s 9116 Analog Phone is an excellent choice of telephone for hotel guests’ rooms, featuring:
- Eight programmable keys
- Speakerphone functionality
- Call display and visual call waiting
- On-hook dialling
- Mount on a wall or a desk
- Compatible with hearing aids
Retails from around £25.
Cisco is an established provider of VoIP phone systems for businesses. It offers a range of affordable solutions to suit your needs, including phones for guest rooms and higher functionality phones for reception.
The company claims its hotel solutions enable you to create and deliver a personalised experience for each guest, and help to address issues such as staff productivity, energy costs, lost revenue streams, and network complexity.
Pros and cons
- Established company
- Variety of products
- Affordable price tags
- Multiple services available
- Not a hotel phone system specialist
- Range of offering could outweigh a small hotel’s requirements
Cisco’s Connected Hotel Suite is a flexible solution, integrating voice, video, and data over one connected network. This enables hoteliers to manage everything from calls, video surveillance, and internet access to on-demand video entertainment, heating and ventilation control, and energy management.
Cisco Unified SIP Phone 3900 Series
Including the 3911 and 3905 models, this series offers affordable, basic one-line IP phones, suitable for occasional use – such as in hotel rooms.
They offer a simple design with ergonomic features, meaning guests will be able to use these phones easily and safely.
Features of both models include:
- Call transfer
- Call hold
- Message waiting
Additionally, the 3911 offers a caller ID feature, while the 3905 has call waiting and forwarding capabilities.
The 3905 retails from around £50.
With clients including Hilton, Marriott, and Waldorf Astoria, NEC provides hotel phone systems with tailored solutions to suit different brands and hotels, from basic to very advanced functionality.
The company says its solutions help hotels to control costs, boost efficiency, and increase customer/guest retention.
Pros and cons
- A comprehensive solutions package
- Adaptable to hotel size
- Trusted by major hotel brands
- Work with hotels across the world
- A lot of functions to learn about
- Have to source phones in addition to the package
At a glance, NEC hotel management solutions offer the following features:
- Operator and guest reservations
- Property management solutions (PMS) connectivity
- Staff mobility
- IT and communications infrastructure
- Alarm configurations
- Virtualisation and hosted delivery
If you’re looking for basic, affordable phones for your small hotel or BnB, an Ericsson phone could be ideal.
Pros and cons
- Accessible price points
- Executive level products
- Limit on compatibility
Ericsson DBC 3213 Executive Telephone
Another executive level offering, the Ericsson DBC 3213 offers functionality at an affordable price tag.
The Ericsson DBC 3213 features:
- 20 function keys
- Integrated hands-free function
- Two line keys
- Call forward
- Call transfer
It must also be noted that the phone is only compatible with the Ericsson DBC 50 or DBC 250 telephone systems, and is unsuitable for home use.
Retails from around £45.
4. Benefits of hotel phone systems
Hotel telephone systems offer a wealth of benefits for busy establishments. While legacy phones require you to install phone lines, you can implement a VoIP-based system just by plugging in more devices, and connecting to your cloud network.
While the initial outlay for a comprehensive solution may be significant, you’ll easily recoup the costs thanks to essentially free calls, the boost in productivity, and the efficiency the new system brings.
On top of that, an IP-based phone system is endlessly scalable, meaning adding new lines and functionality can be done as you grow, with minimal hassle or interruption to your hotel business.
Such systems are also adept at handling high call volumes, which is essential for a busy hotel dealing with constant internal and external communications, sometimes 24 hours a day.
- Easy installation
- Minimise call costs
- Improve productivity
- High call volume capability
5. How much will a hotel phone system cost?
Although prices can vary depending on the size and capability of the phone system you require for your small hotel, below we’ve provided a guide as to what you might expect to pay.
|Type of phone||Number of phones||Cost per phone|
|Guest rooms||25 or fewer||£25–£50|
6. Next steps: Compare hotel phone systems
At this stage, you’ve learned more about the best hotel phone systems, including how to choose a system and detailed insight into possible suppliers. We’ve also highlighted the benefits of such systems, and provided an indication of potential prices.
The information on this page should help you to understand what sort of telephone systems for hotels your business needs. For more specific information based upon your business’ needs, you should speak to experts today – and this is where we can help.
Answer the few questions below and you'll receive tailored quotes from trusted telephone system providers quickly and directly; it's a process designed to make choosing the best-suited system faster and easier.