There are three phone system options for Hotels; Hosted, Hybrid and IP.
Most hotels tend to opt for a Hosted Phone System or an IP Phone System if they are a large hotel / chain of hotels where they are going to put phones in the hotel rooms. Hybrid Phone Systems are rarer in hotels and are only used if there was recent investment in the infrastructure that can be preserved by putting in a Hybrid Phone System.
Type of Phone Systems
Hosted Phone systems are cloud-based which means you connect to it using an internet connection (IP technology) but effectively you are renting the system rather than purchasing your own dedicated system. There is only one real ‘limitation’ of choosing a Hosted Phone System. Due to it being based on IP technology, you need to have a solid, reliable internet connection as that determines the voice quality.
Hybrid Phone Systems combine the different types of connection technology (ISDN, Analogue, Digital and IP) into a single modern and flexible phone system. Without going too technical, the phone system uses signal management codecs to route any kind of call technology. Most hotels opt for a Hybrid Phone System when they have ISDN, Analogue or Digital infrastructure but want the advantages that IP brings to the table. It is worth noting that a Hybrid Phone System is an on-site phone system and isn’t available as a fully cloud hosted system.
IP Phone Systems are similar to Hosted because they both use IP technology but when you choose an IP Phone System, you are essentially purchasing the phone system for your own use and you choose where to host it but connect to it with IP technology. The main drawbacks of an IP Phone system are the additional costs such as equipment, hosting, maintenance and any upgrades. Additionally, due to it being based on IP technology, you need to ensure that you have a solid, reliable internet connection as that determines the voice quality.
Pros and Cons of Hosted Phone System
- Flexibility if you need to move around or to another site because with a hosted phone system you simply need to plug in your handset or open the softphone application on your computer.
- Scalability as adding and removing users is simple
- Variety of Features such as video conferencing, call routing, voicemail recording sent to email etc.
- Automatic upgrades are distributed to all users.
- Phone system Management is in your hands as you have access to change any settings such as opening times.
- Business continuity is covered, as your calls can be instantly rerouted in the event of an outage.
- Minimal set-up costs as there is no hardware unless you want a phone handset.
- Low monthly cost per user.
- No physical hardware to host on-site or remotely.
- Speedy installation as most businesses has the internet connectivity required.
- Maintenance is included within your monthly subscription.
- Voice quality is determined by internet connection so you need to have a strong, reliable internet connection
Pros and Cons of an IP Phone System
- You own the system.
- You can choose where to host it, whether that be on your own server/ on-premise/ hosted in your own private cloud via a data centre; it gives you ownership on the maintenance of the system.
- No long-term contracts (unless you purchase using finance.)
- Scalability as adding and removing users is simple.
- Variety of Features such as video conferencing, call routing, voicemail recording sent to email etc.
- Phone system Management is within your control as you’ll have access to change any settings such as opening times.
- Business continuity is covered as your calls can be instantly rerouted in the event of an outage – meaning you won’t be missing out on business.
- There will be up-front costs to purchase however, it can be financed or leased.
- If you host it, externally there may be additional costs
- Maintenance will be your responsibility unless you outsource this aspect or it can be included in the lease
- Voice quality is determined by internet connection so you need to have a strong, reliable internet connection
- Any upgrades are at your expense.