Tuesday, 04 December 2018 12:05

What To Look For In Hospitality Phone Systems

When you are in the market for hospitality phone systems, you are certainly doing your research. As a leading technology provider for various industries, including hospitality, HCWT has put together a comprehensive guide to hotel phone systems. We’ll walk you through everything you need to know about the different types of phone systems available and how to make the best decision for your business needs.

What Kind Of Hospitality Phone Systems Are Available?

There are four main types of phone systems that are commonly used in the hotel and hospitality industry: KSU, non-KSU, PBX, and VoIP. Let’s talk through what each of these types of phone systems offer.

Key Service Unit (KSU)

This type of phone system requires professional installation because they are hard wired into your network. A KSU phone system requires an on-premise connection for the external services which are supplied by your telephone provider. Typically, a KSU phone system can accommodate 5 - 40 lines, perfect for smaller operations that require multiple extensions between different areas.


Unlike the KSU phone system, which is used only in the business setting, non-KSU phone systems are common in households because they require much less maintenance. Businesses that don’t have large communication requirements (five lines or less) can take advantage of the cost-effective application of a non-KSU phone system.

Private Branch Exchange (PBX)

The PBX phone system is similar to the KSU system, requiring hard wiring that is professionally installed. The PBX option is ideal for hospitality phone systems that have larger communication requirements. You can only install one system to cover multiple business locations or more than 40 lines.

Voice Over Internet Protocol (VoIP)

VoIP phones are becoming increasingly more popular. These are internet based systems that don’t use a phone line at all. Typically, VoIP phone systems are budget friendly while offering a wider range of capabilities. VoIP phones do not require on-premises connections, only a reliable internet connection, which most modern hospitality organizations already have.

Choosing The Right System

When considering these different options for hospitality phone systems, there are two key factors that will weigh heavily in your decision: cost and capability. PBX is one of the most common systems for the industry, however the costs can add up quickly. Part of the reason these are so common is because the VoIP system is relatively new in the grand scheme of things. PBX is the legacy option that many hospitality leaders feel comfortable with and it won’t go away anytime soon. PBX gives you on-premises control of your phone system and can be scaled to your business needs.

VoIP, on the other hand, is more cost effective for newer operations that don’t have a legacy system in place already. It is a great option for businesses whose models can accommodate integration through their phone system. When you are considering hospitality phone systems, you want to talk with a trusted expert who can help you navigate the options and find a solution that best meets your needs.

So, What Does Your Hotel Phone System Need To Do?

When you consider a hotel phone system, there are a variety of different applications that you’ll need to accommodate. From front-end usage for your employees to organize and route calls to individual guest usage in their rooms, your hospitality phone system must be up for the job. Gone are the days where a simple phone line will suffice for your guests or your employees. Consider the capabilities you need your phone system to accommodate - these might include any or all of the following:

  • Single-point system management
  • Integration with property management system
  • Automation for booking, check-in, and wake-up calls
  • Individual room phones
  • Voicemail
  • Ease of contact - maintenance, management, housekeeping
  • Integration with legacy systems
  • Mobile phone integration
  • Multiple workstations
  • Administrative task capabilities
  • Scalability
  • Data encryption
  • Ease of use

Any or all of these solutions can be included in your hospitality phone systems when you make the right choice.

Support For Your Hospitality Phone Systems

Once you have determined what you need from your phone system, the next step is to find a provider that you can rely on. High-quality and trusted support is essential in an experience-oriented industry because even the most minor problem can lead to a negative overall experience for your guests. Ensure that your hospitality phone systems are always in working order with a reliable support team who understands your industry needs

Whether a legacy PBX system or a new VoIP application makes the most sense for your business, you can streamline your business model with the right hospitality phone system. Contact our experts at High Country Workplace Technologies to learn more about our options, support, and installation of hospitality phone systems today.