Cloud phone system for hospitality operators

Your phone system knows the area code. This one knows the cabin.

ApexOS includes the phone system. Calls ring in the browser or on a cell, route by rules you set, and arrive with the guest’s name, reservations and open quotes already on screen.

An inbound call, matched to the guestCalls

A call rings in Lee Moreno’s browser softphone. The number matches a contact, so before he answers, her card pops up: Dana Whitfield, a guest since 2023, with her reservation history, Birch Lake House last July at $312 a night and Juniper Ridge Cabin in October 2024 at $245 a night, and an open quote for Birch Lake House, August 14 to 18, $1,480. Lee answers and greets her by name, asking if she’s calling about Birch Lake House in August. She asks for Priya, who sorted her last stay. Lee opens the transfer, which lists teammates who are logged in, picks Priya Shah, chooses a warm transfer to talk to Priya first, then hands Dana over. The call’s timeline shows Received, In queue, Ringing agents, Agent connected with Lee Moreno, Transfer to Priya Shah, and Hangup. The call then sits on Dana’s record under Comms, next to her quote email and an earlier text. Lee’s status goes from Available to on a call and back by itself.

Hospitality phone system for vacation rentals, RV parks, hotels and marinas

The phone rings. The reservation opens. Nobody asks “and your name?”

It rings your laptop. Or your cell. Your call, really.

Calls ring on the browser softphone, a cell phone, or one then the other. Need a line for the summer front desk? Buy a number in ApexOS by area code and give it a route.

  • Rings in the browser or on a cell
  • Numbers bought inside ApexOS
  • Desk phones still work, over SIP

Voice settings. Under Agent ring profiles, Lee Moreno rings on the softphone only, Sam Ortiz on a SIP line, and Priya Shah is changed from the org default to softphone, then cell, with the cell fallback after 15 seconds. A call for Priya rings her softphone, gets no answer, rings her cell and is answered: she is out on the dock. Then Phone numbers: Add number opens Buy a number, the area code 218 is searched, and a number in Grand Marais, Minnesota is purchased. It appears in the table, is named Summer front desk, and its call route changes from Unrouted to Front desk. A message reads: nothing to plug in, nothing in the closet.

It knows it’s Dana. Before you do.

A generic business phone doesn’t know who’s calling. This one matches the number to your contacts, so the call arrives with a name, past stays and open quotes. The first minute, spent working out who it is, is gone.

  • Name and stay history on screen
  • Open quotes, ready to finish
  • Owners tagged owner and priority

A photo of a woman in a red coat on the phone by a lake. Over it, an incoming call from Dana Whitfield’s number. Before anyone answers, it is matched to her contact, and her card shows her reservation history, Birch Lake House last July at $312 a night and Juniper Ridge Cabin in October 2024 at $245 a night, and her open quote, Birch Lake House, August 14 to 18, $1,480. Jordan Hale answers: Hi Dana, ready to finish that August quote for Birch Lake House? A note reads: Nobody has to ask who’s calling.

Built for the Saturday everyone calls.

Calls route by rules you set: opening hours by day, a keypad menu, queues that ring the right people. When a queue waits too long, the call moves on to voicemail or another queue.

  • Ring all, round robin or longest idle
  • Open and closed hours by day
  • A maximum wait, then your backup plan

A call route called Lake houses, version 3 live. The tree: an On/off hours step in America/Chicago time, its On hours branch to the Reservations call queue with three members, whose Call timeout branch goes to a voicemail, and its Off hours branch to an after-hours voicemail. The hours panel shows the weekly schedule, open until 8 PM on Fridays and Saturdays and closed Sundays. A call arrives on Saturday at 11:20 AM and takes On hours into the queue. The queue’s routing method changes from Ring all to Round robin to Longest idle; all three members are on calls, so the caller waits with the hold music. Max wait failover is on: after 120 seconds, follow the Call timeout path. At two minutes the call takes Call timeout and leaves a voicemail. A message reads: two minutes, then voicemail, not forever.

Nobody transfers a guest into the void.

Transfers go to a teammate who’s logged in, warm if you want to introduce the guest first. Voicemails land on one page with playback and a listened mark, and every call sits on the guest’s record.

  • Warm transfers to a logged-in teammate
  • Voicemails marked listened, or not
  • Every call on the guest’s record

A photo of a woman on her phone at a kitchen table, her laptop open beside her. Over it, a warm transfer from Jordan Hale rings her cell. Jordan introduces the caller first: I’ve got Dana Whitfield, she’d like a late checkout on the 18th. Then she is connected with Dana. Next, the Voicemail page for the Reservations box: a message from Ben Carter, 1 minute 12 seconds, is played back and its envelope opens as it is marked listened; a second from Marisol Vega waits below. Last, the call is on Dana’s record under Comms: Jordan Hale, then Priya Shah, 5 minutes 12 seconds. A note reads: Handed over. Played back. On file.

Cloud phone system features for property managers

Routes, queues, voicemail. The usual. Plus it knows who’s calling.

Take and place calls from the browser without leaving ApexOS. Ring the softphone, a cell, the softphone then a cell, or a SIP desk phone, per person or per queue.

Browser softphone

Hospitality phone system FAQs

Reasonable questions.

What is a hospitality phone system?

A hospitality phone system is a business phone built around guests: routing, queues, voicemail and after-hours rules, plus knowing who is calling before anyone picks up. In ApexOS the phone is part of the property system, so a call arrives with the guest’s name, reservations and open quotes.

Does the phone system integrate with our PMS?

It’s part of it. There’s no connector or middleware: calls are taken in ApexOS, matched to the guest’s contact, and kept in their communication history next to their texts and emails.

Do we need to buy phone hardware?

No. Calls ring on the browser softphone or a cell phone, so there’s nothing to install in a back office. If your team wants to keep desk phones, they can ring over a SIP line.

Can we keep our existing phone numbers?

Ask us on the demo. Bring your current provider and your list of numbers, and we’ll go through what moving them involves. New numbers can be bought inside ApexOS by area code.

What should a property phone system do?

Route calls by hours, menu and queue. Ring the right people, and send callers somewhere sensible when nobody answers. Keep voicemail where someone plays it, transfer warmly, and match every caller to their reservation before anyone says hello. With nothing on site to maintain.

Book a demo

Your guests are calling. It would help to know which ones.