Hotels and resorts
One phone system for rooms, reception and every staff area
A hotel phone system has a harder job than an office system. It rings a phone in every room, wakes guests on time, stops a room phone from running up an international bill, and still lets the front desk reach housekeeping, kitchen and security in seconds. BitVoice runs all of it on the TEC certified Voxdial IP PBX, keeps your existing analog room phones through BitVoice VoIP gateways, and adds a reservations desk and WhatsApp when you need them.
Analog room phones keptWake-up callsRoom call restrictionsCall records per roomReservations IVRNight desk routingBack-of-house pagingOperator consoleVoicemail to emailTEC certified
What BitVoice does for hotels
Guests reach the right desk, staff reach each other
Six jobs every hotel phone system must do, and how the Voxdial platform handles each one.
Keep the room phones you have
Each FXS port on a BitVoice BVS1000 gateway becomes one room extension on the existing room cable. Gateways come in 16, 24 and 32 port versions, so a larger hotel can place one per floor or block.
Wake-up calls on a dial code
Voxdial includes a wake-up call feature used with a dial code from the room phone. The operator can switch it on or off and change the code to fit the hotel’s dial plan.
No surprise call bills
Class of service rules decide what each phone can dial: internal and local only for guest rooms, national for the front desk, international for accounts. Read call restrictions.
A record of every room call
Every call from a room extension is logged with the number dialled, time and duration, so the front desk can check calls before check-out. See call accounting and CDR reports.
Reception that never rings out
An IVR greets callers and offers reservations, the front desk or the restaurant, ring groups ring several desk phones together, and time rules send calls to the night desk after hours.
Staff areas connected
Housekeeping, kitchen, security and maintenance get their own extensions, call pickup within each team and paging groups for back-of-house announcements. Read IP paging and PA systems.
Front desk and reservations
A front desk that sees every call
At a busy reception, one desk phone becomes the bottleneck. The Voxdial operator console shows the call in progress, calls waiting and missed calls on one screen, with one-key answer, transfer, park and conference, and a busy lamp field that shows which staff extension is free before a guest is transferred.
For a central reservations team, Voxdial Contact Center adds queues, missed-call callbacks and a live wallboard. Guests who prefer chat can message your reservations team on WhatsApp through the BitVoice Social Media Platform, answered from one shared inbox.
✓ Operator console with keyboard shortcuts
✓ Waiting and missed calls on one screen
✓ Extension numbers that match room numbers
✓ Voicemail to email when a department is closed
✓ Speed dial for taxi, laundry and other vendors
✓ WhatsApp chats in a shared team inbox
Calls, AI and WhatsApp together
Guests reach you by phone, WhatsApp or Instagram, at any hour
Your reservations team answers first. A BitVoice AI voice agent covers busy times and late nights, and WhatsApp keeps the conversation going before and after the stay.
- Step 1Guest calls
On the hotel number or as a WhatsApp call. Both reach the same reservations queue.
Voxdial Contact Center - Step 2Reservations answers
Calls ring the reservations and front desk team first, with the guest’s details on screen.
Front desk - No one free?AI voice agent helps
It answers questions about check-in times, facilities and directions in the guest’s language, takes their details and passes them to reservations with a summary.
BitVoice AI Agents - Any timeChatbot on WhatsApp
Guests message on WhatsApp, Instagram or your website chat. The chatbot answers common questions and hands over to staff in the same chat.
Social Media Platform - Before arrivalBooking messages
Approved WhatsApp templates with the guest’s name send booking confirmations and pre-arrival details from the shared inbox or your booking system.
WhatsApp Business API
See BitVoice AI Agents and the WhatsApp Business API platform, both built by BitVoice and connected to Voxdial.
Hotel PBX
Typical call restrictions in a hotel
Rules are built once as templates and attached to each extension. Internal restrictions add a second layer, so guest rooms can reach reception but not the general manager’s extension directly.
| Phone | Typical class of service rule |
|---|---|
| Guest rooms | Internal calls and local numbers only, or no outside calls |
| Front desk | Local, national and mobile numbers |
| Duty manager and accounts | National and international |
| Lobby and corridor phones | Internal calls to reception and security only |
Read how to choose a hotel PBX system for the full guide.
How it works
Moving a hotel to BitVoice, one floor at a time
01
Free site survey
We list every room and staff phone, mark which stay analog and which need a BitVoice IP phone, and count gateway ports per floor with spare capacity.
02
Plan and configure
Extension numbers are matched to room numbers, and call restrictions and wake-up codes are set before guests use the new system.
03
Cut over and support
Floors move one at a time during low occupancy, outside lines move to SIP trunks or stay on a gateway, and our engineers support you 24X7.
Hotel phone system FAQs
What does BitVoice offer hotels and resorts?
The TEC certified Voxdial IP PBX for room and staff phones, BitVoice VoIP gateways to keep analog room phones, BitVoice IP phones for the front desk and offices, the operator console for reception, and Voxdial Contact Center and WhatsApp for a reservations team. BitVoice builds and supports all of it.
Can a hotel keep its existing analog room phones?
Yes. An analog VoIP gateway connects each room phone to the IP PBX as an extension, using the existing room wiring. BitVoice BVS1000 gateways support analog runs of up to 3 km on 24 AWG cable for spread-out properties.
Does Voxdial IP PBX support wake-up calls?
Yes. Voxdial includes a wake-up call feature code, which the operator can enable and change to suit the hotel’s dial plan.
How do I stop guests making international calls from room phones?
Assign a class of service rule to room extensions that allows only internal and local calls, or no outside calls at all.
Can the front desk check a room’s calls before check-out?
Yes. Every call from a room extension is logged with the number dialled, the time and the duration, and can be reviewed by extension or by date.
Can guests contact the hotel on WhatsApp and Instagram?
Yes. WhatsApp chats and calls, Instagram messages and website chat arrive in one shared inbox. A chatbot answers common questions and hands the chat to your staff when needed.
Can an AI voice agent answer calls at night?
Yes, as a backup to your team. When no one is free to answer, a BitVoice AI voice agent answers common questions in the guest’s language and passes the details to reservations with a summary.
Are BitVoice gateways TEC certified?
Yes. BitVoice analog gateways with 8, 16, 24 and 32 ports are TEC certified under MTCTE, and the Voxdial IP PBX is TEC certified too.
