Top 6 Hotel VoIP Phone Systems

Introduction 

Have you ever wondered how VoIP for hotels works and why it is important for the hospitality industry? VoIP (Voice over Internet Protocol) is a technology that allows you to make voice calls using an internet connection instead of traditional phone lines. With Hotel VoIP phone systems, hotels can streamline guest interactions, enable easy international calls, and support internal communication across multiple locations or departments, all while cutting down phone service costs. 

VoIP isn’t just about saving money, it’s about providing a seamless, modern communication experience that aligns with guest expectations in today’s connected world.

According to Enterprise Viewpoint – The mobile VoIP market is expected to witness the fastest growth rate of over 13% between 2019 and 2025, reaching $145 billion.

Such growth can be attributed to overturning present market technology and establishing a new one and in this one VoIP can be seen replacing traditional landlines for modern-day phone systems for hotels. 

In this article, you’ll understand how VoIP hotel phone system suppliers work and how they can benefit your hotel business. 

How are Hotel VoIP phone systems different from traditional landlines? 

Wondering why you should ditch your traditional landline phones for a VoIP system for your hotel? Here are some key reasons why VoIP outshines landlines: 

Dynamic call management

Do you know that hotel VoIP phone systems have smart features that make handling calls much easier? Unlike traditional landlines, VoIP systems let you forward calls, use auto-attendants, and set up interactive menus. This means calls get directed quickly and efficiently, helping staff manage guest requests better.

Enhances guest experience

With Hotel VoIP phone systems, guests enjoy a range of personalized features. They can receive wake-up calls, access room service directly, hear customized greetings, and even use multi-language support. These extra efforts from the hotel’s side make the stay more comfortable and personalized, which traditional landlines can’t offer.

Supports international calling

The best part about hotel VoIP phone systems is that they make international calling cheaper and simpler. Unlike traditional landlines, VoIP systems offer lower rates for international calls, helping hotels stay connected with guests from around the world without incurring high costs.

Call reporting and analysis

Hotel VoIP phone systems provide detailed reports and analysis of call activity. This feature tracks things like call volume and response times, giving hotels valuable insights to improve service and efficiency. This level of detail is something traditional landlines can’t provide.

Top 6 Hotel VoIP Phone Systems: A Quick Comparison  

1. Emitrr
2. Ooma
3. RingCentral 
4. Nextiva 
5. Dialpaid 
6. Vonage 

Key Highlights

• Emitrr secures 5 stars in terms of customer service and provides top-notch services in respect of value for money, ease of use, and features. 
• Followed by Emitrr, Ooma and Nextiva has decent communication services. 
• Lastly, RingCentral, Dailpad and Vonage has lesser ratings in terms of their competitors on Capterra. 

Benefits of VoIP For Hotels  

Here are some of the benefits of VoIP for hotels: 

Enhances operational efficiency

Hotel VoIP phone systems make day-to-day tasks super easy by improving how staff communicate with guests. Features like call forwarding and auto-attendants help staff handle requests quickly and efficiently, boosting overall hotel operations and ensuring guests receive fast, attentive service.

Supports multi-channel communication

VoIP for hotels lets you manage calls, texts, and even video chats all from one system. This means hotel staff can easily communicate with guests through various channels, making it simpler to stay connected and provide top-notch service.

More affordable than traditional landlines

Hotel VoIP phone systems are much cheaper than traditional landlines, especially for long-distance calls. This cost-saving benefit allows hotels to invest in other areas while still enjoying advanced features like call forwarding, conference calls auto-attendants, and more without breaking the bank.

See more ways in which VoIP differs from a traditional phone system in this short video:

Advanced call management

With VoIP for hospitality businesses, hotels get powerful tools for managing calls, such as detailed analytics and interactive voice response (IVR). These features help staff handle guest inquiries efficiently, improve response times, and keep track of call data to enhance service.

Encrypted calls for security purposes

Hotel VoIP phone systems keep conversations secure with encryption, protecting sensitive information from being accessed by unauthorized parties. They run according to the TCPA(The Telephone Consumer Protection Act). This means that both guest and staff conversations are kept private and secure, ensuring confidentiality in every call.

Features to look for in Hotel VoIP Phone Systems

While looking for features in VoIP phone system software, you should focus on both primary and secondary features, the software offers, such as: 

Primary Features 

Voice calls

Voice calls are the foundation of any VoIP phone system. With Hotel VoIP phone systems, you get crystal-clear call quality, ensuring smooth communication between guests and staff. VoIP for hotels guarantees reliable connections, which is the foundation for maintaining operational efficiency and delivering exceptional guest experiences in the hospitality industry.

Call forwarding

Call forwarding in a VoIP hotel phone system allows calls to be redirected seamlessly to any device, whether a desk phone, mobile, or even a remote location. This ensures that no call is missed, improving guest communication and internal staff coordination. VoIP hotel phone system providers emphasize this feature for flexibility and convenience.

Caller ID

With Caller ID, hotel staff can instantly identify who’s calling. This feature is essential in Hotel VoIP phone systems, allowing the team to offer personalized service. Knowing the guest’s name or room number before answering adds a professional touch, enhancing guest interactions and ensuring smoother communication for hospitality businesses.

Call transfer

Call transfer enables staff to transfer calls to the appropriate department or room without interrupting the conversation. This is a critical feature in hotel phone systems, especially when managing guest requests. VoIP for hospitality business solutions make call transfers smooth and efficient, improving response times and overall service quality.

Three-way calling

Three-way calling allows hotels to manage group calls effectively and efficiently. This feature is perfect for coordinating between departments or when guests need to connect with multiple people. VoIP for hotels ensures this process is simple and clear, helping the hotel team to communicate seamlessly across various locations within the property.

Call encryption and security

Hotel VoIP phone systems prioritize security with call encryption. This ensures that all conversations, whether between guests or staff, remain confidential. VoIP hotel phone system providers include advanced security features, protecting sensitive information and making VoIP for hospitality businesses a secure option.

Secondary Features 

Auto-attendants

Auto-attendants greet and route calls automatically without the need for a live receptionist. This feature in VoIP hotel phone systems provides efficiency, especially during peak hours. It directs guests to the right department quickly, enhancing customer service and streamlining communication within the hotel.

CRM integrations

CRM integrations in hotel phone systems allow staff to access guest information instantly during calls. With VoIP for hotels, the integration of CRM tools ensures personalized guest interactions by pulling up relevant data, such as past bookings or preferences, improving customer service and loyalty in the hospitality business.

IVR (Interactive Voice Response)

IVR allows guests to interact with the hotel system using voice commands or key presses. This feature is common in Hotel VoIP phone systems, helping to streamline processes such as room service requests or checking reservations. It’s a practical tool that improves both guest experience and operational efficiency.

Call analytics

Call analytics offer valuable insights into call patterns and performance. For hotels, tracking metrics like call volume and response times is crucial. VoIP for hospitality business solutions provides detailed analytics, helping managers assess service efficiency and make data-driven improvements to guest communication and overall operations.

Customizable On-Hold Music

Customizable on-hold music in Hotel VoIP phone systems enhances the guest experience while they wait in the lobby or their respective rooms. Hotels can personalize the music or messages, using this feature to promote services like spa treatments or dining offers. This keeps guests engaged and turns hold times into a subtle marketing opportunity for the hotel.

Voicemails

Voicemails in VoIP hotel systems ensure that no guest query goes unanswered. Staff can access recorded messages promptly, improving response times and overall service quality. Voicemails are a fundamental feature in Hotel VoIP phone systems, helping hotels stay organized and responsive even when staff are unavailable to take a call immediately.

Detailed Comparison of Top 6 Hotel VoIP Phone Systems

1. Emitrr

Emitrr is an all-in-one communication platform that acts like the perfect VoIP assistant for hotels when it comes to handling guest communication. It makes everything easier by bringing calls, texts, and emails into one simple platform. Instead of juggling different systems, your staff can manage everything from guest inquiries to booking confirmations in one place.

Features of Emitrr

• Emitrr integrates with 1000+ CRMs
• Provides a Unified communication system 
• Multi-location management 
• Primary features like Call Routing
• Voice calls 
• Call Forwarding and call transfer 
• Caller ID
• Interactive Voice Response 
• Voicemails
• Customizable on-hold music 
• Auto-attendants 
• Call encryption through TCPA guidelines 

Pros  of Emitrr

• High-quality customer support
• Easy setup and integration with existing systems
• Automates repetitive tasks, improving efficiency

Cons of Emitrr

• More features will be up and running soon

Ratings of Emitrr

• Capteraa- 4.8/5

2. Ooma

Ooma is a user-friendly and budget-friendly VoIP provider that caters primarily to small and medium-sized businesses. It is known for offering affordable yet reliable communication solutions with an emphasis on ease of use.

Features of Ooma

• Mobile app for remote work
• Virtual receptionist for automated call handling
• Call blocking, call forwarding, and conference calling options
• Messaging support

Pros  of Ooma

• User-friendly interface
• Affordable plans for small businesses
• Reliable customer service

Cons  of Ooma

• Limited third-party integration options
• Basic features compared to other providers

Ratings of Ooma

• Captera -4.5/5

3. RingCentral

RingCentral is one of the most popular cloud-based communication platforms, designed to cater to businesses of all sizes, including enterprises. It offers a comprehensive set of features to enable seamless team communication and collaboration.

Features of RingCentral

• 300+ integrations with CRMs and collaboration tools
• Unified communications across voice, video, and messaging

Pros of RingCentral

• Comprehensive feature set for larger teams
• Scalable for businesses of all sizes
• Strong integration with productivity tools

Cons of RingCentral

• High costs for premium features
• Customer support issues, including long response time

Ratings of RingCentral

• G2- 4.2/5

4. Nextiva

Nextiva is a robust VoIP service that combines AI-powered tools with intuitive design, ideal for businesses that prioritize customer engagement and require intelligent communication solutions.

Features of Nextiva

• Smart call routing
• Video and audio conferencing
• Voicemail
• Call analytics

Pros of Nextiva

• User-friendly interface with drag-and-drop call flow builder
• Strong focus on AI tools for enhanced productivity
• Excellent customer support

Cons of Nextiva

• Higher cost for advanced features
• Limited functionalities in lower-tier plans

Ratings of Nextiva

• G2-4.6/5

5. Dialpad

Dialpad offers an advanced AI-driven communication solution designed to boost productivity and collaboration within businesses. It’s ideal for companies seeking innovative tools for customer interactions and team communication.

Features of Dialpad

• Real-time call coaching and analytics
• Integrated messaging and call recording

Pros of Dialpad

• Affordable plans
• Easy setup and intuitive interface
• Excellent for businesses

Cons of Dialpad

• Limited participant count in video conferencing
• Some advanced features require time to learn

Ratings of Dialpad

• G2- 4.5/5 

6. Vonage

Vonage is a well-known VoIP provider, offering highly customizable solutions for businesses of all sizes, from small startups to large enterprises. Its focus is on flexibility and scalability to help businesses. 

Features of Vonage

• Scalable platform with cloud-based services
• Advanced reporting and analytics
• Video conferencing
• Call encryption

Pros of Vonage

• Highly customizable for larger businesses
• Great for companies needing advanced communication APIs
• Scalable solution for growing enterprises

Cons of Vonage

• Higher costs for small businesses
• Can be expensive for teams needing extensive features

Ratings of Vonage 

• G2 -4.3/5

Why is Emitrr the best option for VoIP For Hotels? 

Emitrr has many features that make it a solid choice for hotel VoIP phone systems, some of them are: 

Advanced Call Management

Emitrr excels in advanced call management with features like call forwarding, auto-attendants, and interactive voice response (IVR). These tools help hotels handle guest calls efficiently, ensuring quick and accurate responses to guest needs.

Unified Communications

Emitrr integrates all communication channels into one system. With Hotel VoIP phone systems from Emitrr, hotels can manage calls, texts, and emails seamlessly, providing a unified communication experience that improves coordination and guest service.

Automated and Customizable Calls

Emitrr allows for automated and customizable calls, such as automated wake-up calls and personalized greetings. This flexibility helps hotels tailor communication to each guest, enhancing their stay and providing a more personalized experience.

Superior Customer Service

Emitrr is known for its superior customer service. Their support team is responsive and knowledgeable, offering assistance whenever needed to ensure the Hotel VoIP phone systems run smoothly and any issues are resolved quickly.

Enhanced Guest Engagement

Emitrr offers supreme texting features such as two-way texting, missed call text back, schedule-based texting, group messaging, bulk texting, and more. These tools help hotels maintain clear and timely communication with guests, ensuring that no message is missed. Whether it’s confirming bookings, sending reminders, or handling group inquiries, these features streamline guest communication and enhance the overall guest experience

User-friendly Interface

Emitrr’s user-friendly interface makes managing your Hotel VoIP phone system straightforward. Even staff with minimal technical expertise can navigate the system easily, making it simple to set up and use without extensive training.

FAQs 

Conclusion 

In a nutshell,  VoIP for hotel providers works extremely well when integrated with hotel software. Emitrr, a leading provider of VoIP services has a proven record of providing exemplary services to the hotel and hospitality industry and helping them achieve great heights in their business. Book a demo here to learn more about VoIP for hotel services.