Best Hotel Phone Systems in 2025 – A Buyer’s Guide

If you’ve worked in hospitality long enough, you know the guest experience lives or dies by how well your team communicates. A warm greeting is just the start, behind the scenes, dozens of fast-moving interactions keep everything on track. Housekeeping updates a room turnover. The kitchen checks in on dietary needs. Maintenance gets dispatched before a guest notices the drip. And yes, the front desk picks up when someone calls from 212 asking about late checkout.

However, too many hotels are still stuck with systems that can’t keep up. Phones that drop calls. Messaging tools that don’t integrate. Hardware that can’t support your hybrid staff or scale across properties.

More about Unified Communications in Hospitality

This guide was built for hotel operators, GMs, and IT leads who know it’s time to fix that. We’ll walk you through the best hotel phone systems available in 2025, what to look for, what to avoid, and why making the right call (literally) can save time, elevate service, and lower support costs. 

Reasons Your Current Phone System Needs to be Upgraded

Hotel phone systems haven’t always kept pace with the rest of the tech stack. Many properties are still operating with legacy systems that cost too much and do too little. Here are some of the biggest red flags:

• High costs: Older phone systems often involve high maintenance costs and expensive analog lines. Every time something breaks, it’s a big hit to your budget.
• Limited scalability: As your hotel grows or adds new services, your current phone setup might not be able to expand with you. That means lost opportunities and growing pains.
• Poor guest experience: Guests expect fast, easy communication. Outdated systems may lack basic features like direct-dial departments or multilingual IVRs.
• Integration gaps: Without integrations to your property management system (PMS), CRM, or billing software, you end up with silos and more manual work.

These issues add up over time. If your competitors’ hotels provide a smoother, more modern experience, your reputation and revenue could suffer.

Read more about How Hotels Use Unified Communications to Deliver High-Quality Guest Experiences.

Best Hotel Phone System Providers Reviewed

Here’s a quick overview of the top hotel phone system providers for 2025:

Provider Name	Deployment Models	Key Features	Pricing Structure	Best For
Sangoma	Cloud, Hybrid, On-Prem	PMS integration, IVR, UC with AI built-in, mobility, CRM popups	Flexible; contact sales	All hotel types
Nextiva	Cloud	Auto-attendants, mobile app, analytics	Per user/month	Small to mid-sized hotels
RingCentral	Cloud	Team messaging, IVR, integrations	Tiered pricing	Tech-savvy hotel teams
Vonage	Cloud	Unified communications, AI support	Tiered pricing	Hotels with dynamic guest services
Zoom Phone	Cloud	Video-first UC, Zoom ecosystem	Add-on to Zoom plans	Hotels already using Zoom
Mitel MiCloud Connect	Cloud	Collaboration tools, call routing	Quote-based	Mid-sized hotel chains
3CX	Cloud, On-Prem	Web conferencing, mobile apps, CRM integration	One-time license or hosted	Budget-conscious hotels
Ooma Office	Cloud	Virtual receptionist, mobile app	Per user/month	Small hotels and inns
Dialpad	Cloud	AI-powered voice, transcription	Tiered pricing	Boutique hotels
Avaya Cloud Office	Cloud	Global voice services, call handling	Tiered pricing	International hotel chains

1. Sangoma

Sangoma delivers hotel communication systems that are built for the demands of hospitality. With options for cloud, hybrid, and on-prem setups, Sangoma meets you where you are.

• Key Features: PMS and CRM integrations, always-on connectivity with 4G/5G failover (for the hybrid platform), customizable IVRs, multilingual support, smart call routing, and powerful analytics. Sangoma also offers TeamHub for real-time messaging and Sangoma Meet for secure video conferencing.
• Hardware: While not hardware-first, Sangoma manufactures its own phones and network appliances to ensure tight integration and reliability. P-Series IP phones and DECT cordless handsets support secure provisioning, on-device apps, and full interoperability with their communications platform—ideal for front desks, guest rooms, or mobile staff across the property.
• Pricing: Flexible based on deployment type and property size. Contact Sangoma for a customized quote.
• Best For: Hotels of all sizes, especially those seeking robust integrations and future-ready systems.

2. Nextiva

Nextiva offers easy-to-use cloud phone systems with a focus on simplicity and service.

• Key Features: Auto-attendants, call analytics, mobile app access, and voicemail to email.
• Pricing: Starts around $25/user/month.
• Best For: Small to mid-sized hotels looking for quick deployment.

3. RingCentral

A well-known name in business communications, RingCentral offers a unified communications platform that includes messaging, video, and phone.

• Key Features: Advanced IVR, integrations with tools like Salesforce, real-time analytics, and mobile support.
• Pricing: Starting at $20/user/month with higher tiers offering more features.
• Best For: Hotels that want a modern, cloud-native platform.

4. Vonage

Vonage offers a unified communications platform that emphasizes flexibility and customer engagement.

• Key Features: AI voice support, call center features, and team collaboration tools.
• Pricing: Tiered pricing starting at $19.99/user/month.
• Best For: Hotels with active front-desk operations and dynamic guest services.

5. Zoom Phone

Built on the Zoom Meetings platform, Zoom Phone adds cloud telephony to your existing video communication tools.

• Key Features: Seamless integration with Zoom apps, global calling, and analytics.
• Pricing: Add-on to Zoom licenses starting at $10/month.
• Best For: Hotels already using Zoom for team collaboration or events.

6. Mitel MiCloud Connect

Mitel brings decades of experience in telecom to the cloud with MiCloud Connect.

• Key Features: Call recording, auto-attendants, presence indicators, and CRM integrations.
• Pricing: Custom quotes based on features and size.
• Best For: Mid-sized hotels needing stable, proven solutions.

7. 3CX

3CX offers flexible deployment models and affordable licensing, making it a solid pick for budget-conscious properties.

• Key Features: Web conferencing, mobile apps, hotel-specific templates, and CRM integrations.
• Pricing: One-time licensing or hosted options.
• Best For: Hotels with in-house IT support and budget constraints.

8. Ooma Office

Ooma is known for simple, small-business-friendly systems.

• Key Features: Virtual receptionist, call forwarding, and voicemail to email.
• Pricing: Starts at $19.95/user/month.
• Best For: Small hotels, B&Bs, and inns.

9. Dialpad

Dialpad offers a smart cloud phone system built with AI-powered transcription and analytics.

• Key Features: Real-time voice transcription, team messaging, and mobile access.
• Pricing: Plans start around $23/user/month.
• Best For: Boutique hotels looking for advanced features.

10. Avaya Cloud Office

Avaya is a long-standing name in enterprise communications and now offers a strong cloud solution.

• Key Features: Global coverage, advanced call handling, mobile and desktop apps.
• Pricing: Based on user volume and features.
• Best For: International hotel chains and large resorts.

How to Choose the Best Hotel Phone System Provider

Start with Your Deployment Model

Your deployment model sets the foundation for everything else. Here’s how to pick:

Cloud UCaaS is best for smaller hotels or hotel chains with central IT management. Pros: Easy to set up, low maintenance, accessible from anywhere. Considerations: You need strong, reliable internet across the property.

Hybrid UCaaS is best for mid-sized to large hotels or properties in areas with unreliable internet. Pros: Combines cloud features with local survivability. Considerations: Slightly more involved to set up but worth it for resilience.

On-premises unified communication system is best for resorts or boutique hotels with dedicated IT staff. Pros: Complete control, no ongoing licensing, and potential reuse of existing hardware. Considerations: Higher upfront costs and maintenance responsibility.

Features to Look for in a Modern Hotel Phone System

Core System Capabilities

These are the baseline features any serious hotel phone system should include:

• Always-on connectivity with automatic 4G/5G failover for voice continuity during internet outages
• Internal communication tools such as paging, ring groups, and direct extensions for fast staff coordination
• Guest-facing services like automated wake-up calls, do-not-disturb status, and multi-language IVR menus
• PMS and CRM integration for automated check-in/check-out workflows and guest data sync
• Regulatory compliance with built-in support for PCI requirements
• Room-to-room scalability support for growing properties without needing to replace infrastructure

Essentials for Hotel Operations

These features go beyond the basics and directly support day-to-day hospitality workflows:

• Smart call routing automatically directs calls to housekeeping, concierge, front desk, or room service
• Mobile access allows staff to stay connected across the property using smartphones or softphones
• Real-time team messaging so staff can coordinate tasks without relying on third-party apps
• Emergency readiness with location-aware alerting and direct line routing for 911 or internal emergencies
• CRM screen popups shows guest history, preferences, and notes as soon as a call comes in

Check Compatibility

Make sure your new system plays nicely with what you already have. Can it use your current desk phones? Does your network infrastructure support VoIP? Will it integrate with your PMS, CRM, or booking tools?

Ask These Before You Sign

Before finalizing your choice, ask UCaaS vendors: 

• What’s the monthly cost per room or user? 
• Do you offer failover (4G/5G) built in? 
• Can we scale accordingly during busy or slow seasons? 
• Who owns the hardware? 
• How does the system work during an outage? 
• How long will setup and training take?

Need Help Deciding? Let’s Find the Right Hotel Communication Solution Together

Choosing the right phone system for your hotel is a big decision, but you don’t have to do it alone. At Sangoma, we’ve helped hotel properties of all sizes streamline communication, improve guest satisfaction, and reduce costs.

If you’re ready to upgrade or just need expert advice, let’s talk. We’ll help you find a solution that fits your property, your team, and your guests.