Cloud Phone Systems vs VoIP for Hotels: Which is Best for Your Property?
For hotels, the right phone system is crucial for seamless guest communication and efficient operations. Two of the most popular options on the market are cloud phone systems and Voice over Internet Protocol (VoIP). While these two technologies are often used interchangeably, there are some key differences hoteliers should understand when selecting a system.
This article explores the pros and cons of cloud vs VoIP for hotels to help you determine the best choice for your property.
Cloud systems offer several benefits for hotels:
Cost Savings – No expensive upfront PBX costs. Subscription-based pricing scales to your needs.
Flexibility – Easy to add or remove extensions to adjust for seasonal staffing changes.
Reliability – Leading providers offer 99.999% uptime with failover options for uninterrupted service.
Disaster Recovery – If internet goes down, calls are automatically sent to cell phones.
Mobility – Cloud systems integrate with hotel PMS and mobile apps for call handling anywhere.
Scalability – Add features and users seamlessly as your property grows. Can support large hotels.
Ease of Use – User-friendly online interface. No complex software or hardware management required.
How VoIP Phone Systems for Hotels Work
VoIP stands for Voice over Internet Protocol. This technology converts voice into data packets for transmission over the internet, instead of traditional phone lines. There are two main VoIP system types:
Cloud-Based – Calls are hosted remotely in the cloud. Phones use VoIP to access the system.
On-Premise – An onsite PBX server with VoIP phones connected on the LAN. Can be hardware or software.
VoIP offers hotels advantages like:
Cost Savings – Utilizing the internet reduces long distance and phone line costs.
Flexibility – Staff can use VoIP phones, computer softphones, or mobile apps.
Scalability – Add unlimited extensions and upgrade features as you grow.
Advanced Call Handling – Route calls based on time, departments, queues and more.
Disaster Recovery – Forward calls to cell phones if internet is interrupted.
Global Capabilities – Low cost international calls and multi-location connectivity.
| Key Considerations | Cloud | VoIP |
|---|---|---|
| Cost | ✔️ Both options can yield savings over traditional phone service. Compare upfront costs like hardware and monthly service fees. Scalability is also a cost factor. | |
| Ease of Use | ✔️ Cloud systems are more intuitive for non-technical staff. | ❌ VoIP may require networking expertise. |
| Reliability | ✔️ Ask about uptime guarantees and redundancy to ensure five 9s reliability. | |
| Scalability | ✔️ Can the system easily adapt to seasonal staff fluctuations or growth? | |
| Features | ✔️ Do built-ins like call routing, queues, IVR, meet your needs? Can custom integrations be done? | |
| Mobility | ✔️ Do mobile apps and PMS integrations provide call access anywhere? | |
| Support | ✔️ Is 24/7 technical assistance available? Is training provided? | |
| Security | ✔️ Are data privacy measures like encryption in place to protect guests? |
The optimal fit depends on your hotel’s unique environment, budget, staff capabilities, and future goals. Larger full-service properties may appreciate VoIP’s customization, while small hotels often favor cloud simplicity.
Key Cloud vs VoIP Differences Summarized
In summary, here are the key differences between cloud-based and VoIP phone systems:
- Cloud systems are fully hosted remotely, VoIP can be cloud or on-premises.
- Cloud hardware/software management is handled by the provider. VoIP puts control in your hands.
- Cloud systems are accessed via simplified online portal. VoIP may require networking expertise.
- Clouds are inherently mobile with seamless integrations. VoIP mobility varies.
- Cloud systems are plug-and-play. VoIP offers more in-depth features and customization.
Modern cloud and VoIP both represent major upgrades over traditional phone technology. The optimal solution depends on your hotel’s needs and capabilities. Partner with a trusted provider who can fully assess your requirements and match you with the right communications system. With the right phone solution, your hotel can deliver top-notch guest experiences while optimizing operations. Reach out today to start enhancing your hotel’s phone system.