Business Phone Systems for Hospitality
In hospitality, a missed call is often a lost booking. Since 2004 we have set up phone systems for hospitality businesses, from independent restaurants and pubs to hotel groups, so every guest reaches a friendly voice, even in the middle of service.
When the Phone Rings in the Middle of Service
At seven on a Saturday evening, the restaurant is full, the bar is three deep and the phone will not stop ringing. Nobody can answer it without leaving a table.
Hotels feel the same squeeze at check in and check out, when the front desk juggles guests at the counter, calls from rooms and new bookings all at once.
A cloud phone system shares that load. Calls can go to a central reservations team, another venue or a manager’s mobile, so a busy shift no longer means a missed booking.
What Guests Notice When They Call You
A country house hotel, a city centre restaurant group and a holiday park all run in very different ways. Their guests, though, judge every call on the same three things.
A Quick, Friendly Answer
Guests expect the phone to be answered promptly, even at busy times. Queues, call backs and overflow to another team make that possible.
Someone Who Knows the Venue
Questions about menus, dress codes, parking or dietary needs deserve an accurate answer. Details on screen help staff give one first time.
A Booking That Matches the Call
Deposits, party sizes and special requests should match what was said on the phone. A recording settles any doubt quickly.
Recording Reservations, Deposits and Special Requests
Hospitality bookings are full of detail: party sizes, arrival times, allergies, room preferences and deposit terms. When a guest remembers the call differently, a recording shows exactly what was agreed.
Recordings also help managers coach new reservations staff, praise great calls and settle complaints fairly, without anyone relying on memory.
Our VoIP call recording holds every call in 30 days warm storage, extendable to 180 days, with cold storage up to 10 years.
Good practice: Take deposit card details with PCI DSS compliant tools so they never reach a recording, tell callers about recording in line with ICO guidance, and follow the FSA allergen guidance when noting dietary needs.
Features That Help Every Guest Reach the Right Person
From the front desk to the kitchen and the events office, each team gets the calling tools it needs on one system, across every venue you run.
A Reception Console for the Front Desk
Park, transfer and announce calls, and see at a glance which colleagues are free before you put a guest through.
Guest Service Keys in Rooms
Compatible room phones can ring reception, housekeeping or room service at the press of one labelled key.
A Booking Queue for Each Venue
Every restaurant or hotel gets its own queue and greeting, answered by a central team or by the venue itself.
Menus That Save Staff Time
A short menu sends table bookings, events and general questions to the right people before anyone answers.
Illustration only. The room, times and requests are examples, not a live system.
Duty Managers on the Mobile App
Managers answer and pass on guest calls from the floor, the bar or another venue, all through the business number.
Cordless Handsets for Staff
Compatible DECT handsets keep housekeeping, maintenance and restaurant teams reachable anywhere on site.
Video Calls for Guests and Planners
Show wedding and event clients around a function room on a video call before they visit.
Voicemail by Email After Hours
Late calls go to voicemail, and the message arrives by email so the morning team can call back quickly.
Most venues begin with reception and reservations, then add rooms, more sites and extra features later.
What Happens When a Guest Calls to Book
Most calls to a hotel or restaurant concern a new booking, an existing stay or an event. Working out which one before anyone answers means the right person picks up, even at the busiest times.
Menus, venue queues and routing rules handle that sorting, so staff on the floor can stay with the guests in front of them.
Venue Chosen
A short menu asks which restaurant or hotel the guest wants, if you run more than one.
Reason Given
Guests choose a new booking, an existing reservation or events and weddings.
Right Team Rung
The call rings reservations, the front desk or the events office, on any device.
Guest Rung Back
When every line is busy, the guest is offered a call back instead of waiting on hold.
One System From the Front Desk to Every Venue
Most hospitality businesses need simple calling for venues, kitchens and managers, plus proper queues for a busy reservations team. Our UCaaS and CCaaS options sit on one shared platform, giving every team the right mix of tools.
Hospitality Businesses We Work With
Hospitality covers every kind of venue, from a village pub to a hotel group. If you run a large central reservations team, our page on phone systems for contact centres covers queues and reporting in more depth.
Hotels and Guest Houses
Connect the front desk, rooms, housekeeping and maintenance on one system, with guest service keys on compatible room phones.
Restaurant Groups
Give every restaurant its own booking line, and let a central team answer when the venue is busy.
Pubs and Bars
Take table and function bookings without pulling staff away from the bar, with overflow to a manager’s mobile.
Holiday Parks and Campsites
Reach reception, maintenance and security across a large site on cordless handsets and mobiles.
Wedding and Events Venues
Keep events enquiries apart from general calls, and show couples around on a video call before they visit.
Serviced Apartments and Aparthotels
Run a small reception or a central team that answers for several buildings around the clock.
Contract Caterers
Keep kitchens, client sites and head office connected, with calls following managers between locations.
Café and Coffee Shop Chains
Share one number across branches, and route calls to the nearest open site or to head office.
Managers Who Are Never Stuck Behind a Desk
Duty managers spend their shift on the floor, not in an office. The mobile app lets them answer the venue’s number from the bar, the kitchen or another site.
Housekeeping, maintenance and restaurant staff can carry cordless handsets, so a guest’s request reaches someone who can deal with it straight away.
Reception can see at a glance who is busy, on a break or finished for the day, so no guest is transferred to an empty phone.
Connectivity for Front Desks, Kitchens and Guest Wi-Fi
Card terminals, booking systems, guest Wi-Fi and phone calls all compete for the same connection. We size the line for each venue, keep guest traffic apart from business calls and recommend a backup where an outage would stop bookings.
Full Fibre for Hotels
Full fibre gives hotels room for guest Wi-Fi, booking systems and clear calls all at once.
FTTC and SoGEA for Restaurants and Pubs
FTTC and SoGEA suit smaller venues that need dependable calling and card payments without a dedicated line.
Leased Lines for Larger Venues
An uncontended leased line keeps calls, card payments and guest Wi-Fi steady when every room is full.
One provider for calls and broadband means a single support team to ring, even when a fault strikes on a busy Saturday night.
Planning Your Phone System Shift by Shift
We start with the calls that matter most to your business: bookings, guests already staying with you, events and suppliers, and how each one should be answered.
Walk Through a Busy Shift
We look at who answers during breakfast, service and late check in, and where calls currently go unanswered.
Set Up Reservations and Events Lines
Each venue gets its own numbers, greetings and queues, with events enquiries kept apart from table bookings.
Wedding enquiry for events00:48
- Venue lines set up
- Out of hours messages recorded
- Staff shown the console
Illustration only. The guest, venue and times are examples, not a live system.
Keep Your Numbers and Listings
Existing numbers move across at a quiet time, so guests, booking sites and suppliers keep reaching you.
Show Staff Before Opening
Front desk and reservations teams practise parking, transferring and recording calls before the first shift.
The aim is simple: every guest reaches a friendly voice, whichever venue they call.
Awards Behind the Platform We Install
Independent judges and analysts have recognised the cloud platform we supply, including Stevie Awards in 2026 and repeated places in the Gartner Magic Quadrant for Unified Communications as a Service. Read user reviews on Gartner Peer Insights.
Stevie Awards - Achievement in Management, Telecommunications 2026
2026
Gartner Magic Quadrant
2025
Frost and Sullivan - Contact Centre as a Service Leader, Q2 2025
2025
TrustRadius Multiple Awards
2024
Stevie Awards - Gold Winner 2026
2026
Those awards belong to the platform. Our job is to plan, install and support it for your venues.
Security Standards Protecting Guest Data
Reviews From Businesses We Look After
Director
Moving to rural office space, without the benefits of reasonable broadband speed, and without telephony services include, Blake Telecom directed us to alternatives and the solution we have is excellent. 4G Wi-Fi VoIP, serving our current needs and situation perfectly. The team were succinct in his explanation of what we could achieve, providing something promptly and getting this set up with minimum fuss and delay.
Director
Blake Telecom have been supplying our business communications for well over 10 years. We have found both their systems and support to be fully robust and they have given an excellent service throughout with value for money for their products. Their approach to helping our business has always been excellent from every aspect and I would highly recommend their services.
Director
Blake Telecom have revolutionised the way we operate. They have gone the extra mile in making the setup process painless and it was easy to install. Any questions are dealt with quickly and efficiently, and the staff are a pleasure to deal with. I truly wish we found them years ago. We recommend Blake Telecom to many of our suppliers and even customers whenever we can.
Director
Questions Hotels and Restaurants Ask Us
What sort of phone system does a hotel or restaurant need?
A cloud phone system is usually the right choice, since calls reach the front desk, the venues and managers’ mobiles. It all runs on one system, and a new venue can join without extra hardware.
Can a central team answer bookings for several venues?
Yes. Each venue keeps its own number and greeting, and calls can queue for a central reservations team, overflow to the venue, or work the other way round.
Can guests in rooms call reception with one button?
Compatible room phones can have labelled keys for reception, housekeeping and room service. We check which handsets suit your rooms during the survey.
How do we avoid missing bookings during service?
Queue messages, call backs and overflow to another venue or a manager’s mobile keep calls answered at busy times, and voicemail by email catches anything after hours.
Can we record reservation calls?
Yes. You choose which teams are recorded, which helps when a party size, deposit or special request is questioned later. Recordings are kept in 30 days warm storage, extendable to 180 days, with cold storage up to 10 years.
Can we take deposits by card over the phone?
Yes, using PCI DSS compliant payment tools, so card details never end up in a call recording. We can talk through the options that suit your booking process.
Does it work with our booking or property system?
Many booking, property management and CRM systems can show guest details as a call arrives. We check what your systems support during planning.
Can staff carry cordless handsets around the venue?
Yes. Compatible DECT handsets work across hotels, restaurants and large sites. We check coverage during the survey and add base stations where needed.
What happens to calls when we are closed?
Calls can go to a recorded message with your opening times, to voicemail by email or to a manager on call, so urgent guest calls are never lost.
Will guests and booking sites still reach our existing numbers?
Usually, yes. We move your current numbers across at a quiet time, so listings on booking sites, maps and menus stay correct.
Is VoIP for hotels reliable enough for a busy weekend?
With a suitable connection, yes. We keep guest Wi-Fi apart from business calls, recommend a backup line for larger venues, and calls can divert to mobiles if a connection drops.
What do phone systems for hospitality cost?
Pricing is per user each month, based on the number of people, venues and features, plus your connectivity. There is no large upfront hardware bill, and we quote after a short chat about how your venues work.
Ready to Stop Losing Bookings to a Ringing Phone?
Whether you run one restaurant, a hotel or a group of venues, we can show you how every call would reach the right person, even on your busiest night.
Our UK based team is available Monday to Friday, 9am to 5.30pm.
Reviewed by Glenda Jackson, Designer at Blake Telecom, on 26/09/2026.
Blake Telecom have been paramount to the growth of our business by continuing to offer our business the very highest level of service. The equipment we have been supplied has been extremely flexible allowing us to change needs. Blake Telecom's knowledge and expertise has been very professional and we look forward to working together on our future projects.