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Create your hotel’s AI-powered telephone greeting in just a few seconds
What your telephone reception service covers
4 scenarios for dealing with telephone enquiries specific at the hotel
A hotel receives calls at all hours from guests with very different circumstances: last-minute bookings, enquiries, complaints and travellers who have lost their way. These four situations call for a professional and welcoming approach to dealing with calls.
The reception is busy or unavailable
A check-in is in progress, an urgent request from a guest in their room: sometimes no one is available to answer the phone. Your telephone reception service should explain how to contact the hotel by other means and reassure the prospective guest.
A customer wants to make a booking or request a group quote
Enquiries about seminar, wedding or group bookings often come in by telephone. Your telephone reception service should direct callers to the right person or to your online booking system.
The hotel is fully booked for the requested period
A fully booked hotel that does not make this clear when answering the phone wastes both the guest’s and the staff’s time. It is better to direct them straight away to the available dates or your booking centre.
Temporary closure or building works
Winter closure, refurbishment, low season: your telephone message should state the reopening dates, the alternatives available and how to get in touch to make a future booking.
Briefing, registration, delivery, installation. Several days’ wait and a charge for each change.
You can create the audio file in a matter of seconds. Your installer receives it straight away.
Set up your company’s telephone greeting hotel
With Voconix, you can go from a blank page to a professional audio file in just a few clicks, without a studio or a technician.
Write your text
Free-form text or pre-written template for a hotel. Reception opening hours, bookings, services, closing times.
Choose your voice
Out of 5 languages, testable AI voices on your text and available human voices.
Add some music
Over 10,000 tracks. Automatic mixing.
Instant download
File compatible with all systems. Ready to be sent.
Step 5/6: Choose music from over 10,000 tracks
Audio files ready to be submitted on your switchboard
The files generated by Voconix are compatible with all telephone systems used in the hotel industry, without the need for conversion.
Audio formats
MP3, WAV, G.711a, G.711u, G.722, G.729. Compatible with all IP-PBXs and hotel telephone systems. Standardised sound level.
Direct delivery
Enter your installer’s contact details in Voconix so that he automatically receives the file, ready to be uploaded to your switchboard. Find out more
Saved pronunciations
The name of your hotel or a service that is difficult to pronounce is stored once in Voconix and reused in all your future messages.
A hotel’s telephone reception reflects the standard of its service
A hotel receives calls at all hours from guests with very different profiles: a business traveller making a last-minute booking, a couple planning a romantic weekend, a conference organiser seeking a group quote, or a guest already staying at the hotel who reports a problem in their room. In all these cases, the way you handle calls sends an immediate signal about the standard of service and the attention paid to each guest.
With Voconix, you can create a professional hotel telephone greeting in a matter of seconds and send it straight to your telephone installer. A message that reflects the high standards of your establishment.
The specific features of telephone reception in the hotel industry
24-hour availability
By definition, a hotel is a place that is open 24 hours a day. However, the reception desk cannot always answer the phone. Your telephone greeting should explain how to contact a member of staff at any time, whether via a night-time hotline or another contact channel.
Multilingual management
Hotels often welcome international guests. Your telephone greeting can be recorded in several languages, depending on your main customer base. Voconix offers AI and human voices in five languages to create a telephone greeting tailored to your international positioning.
Group bookings and events
Corporate seminars, weddings, birthdays, retreats: event enquiries account for a significant proportion of a hotel’s turnover. Your telephone reception service must direct these enquiries straight to the sales or events manager, without leaving callers on a general hold line.
Five telephone greeting scripts for hotels
Create the audio file for your hotel’s telephone greeting in just a few seconds. Your first message is completely free – no credit card required.
Create my message for free See pricesPractical advice
Best practice in customer reception telephone services in the hospitality industry
Six practical tips for a hotel telephone reception service that reflects your establishment’s standard of service.
Please explain how to contact the team at any time
A hotel is open 24 hours a day. Your telephone helpline must provide a night-time contact number or an alternative way to get in touch for guests who call outside reception opening hours. Never leave a guest without a solution.
Please specify your reception and arrival times
Check-in and check-out times, reception opening hours, night-time service: this information answers your guests’ most frequently asked questions before they arrive. Including it in your telephone greeting reduces the volume of incoming calls.
Direct enquiries regarding groups and events
Seminars, weddings, birthdays: enquiries like these often come in over the phone. A telephone reception service that directs callers to the sales or events manager helps to avoid missing out on opportunities that might otherwise be lost in a generic switchboard.
Create a message in several languages if necessary
If your hotel caters for an international clientele, set up your telephone greeting in French and English, or even in other languages depending on your market positioning. Voconix offers AI and human voices in five languages.
Tailor your message to the seasons and events
Whether it’s a winter closure, the summer peak season or a local event that ties up your staff: your telephone greeting should reflect the current situation at your establishment at all times. Plan ahead for these changes with pre-recorded messages.
Choose music that reflects your brand positioning
A luxury hotel will feature understated classical music. A trendy boutique hotel will opt for modern ambient music. A nature lodge will choose organic sounds. The music on your answering service conveys the spirit of your establishment even before the guest arrives.
Telephone reception by sector
Every sector has its own constraints. Select your sector.
Enhance the voice communication on your hotel
Hotel pre-check-out
The first sound your customers hear before being put through. Create a warm and professional atmosphere straight away, one that reflects your business.
Real-time updates
Fully booked for a particular period, one-off closure, event taking place: update your telephone greeting straight away to keep your customers informed.
Manage all your hotel messages
Reception, night service, seasonal closure, events: all your hotel’s telephone communications centralised in Voconix.
Business Answering Machine
Even when closed, you can communicate (opening hours, contact points, etc.) without having to leave a message.
New manager or department
Create a message for the new reception, restaurant or events manager straight away, using the same tone and style as the venue.
Find your old messages
Past events, previous seasons, service changes: find and reuse all your old messages from the Voconix history.
IVR for hotels
Guide your guests from their very first call: bookings, the restaurant, the spa, seminars, room service and arrival information.
Reception voicemail
Outside of reception opening hours: ask your customers to leave their contact details so that we can get back to them quickly and personally.
The 100% standalone system for your hotel
Choose the voice, music and text, then create your hotel telephone greeting straight away, without needing a recording studio.
The pricing
Free
€84 /year
(10,000 titles)
€180 /year
FAQ: Hotel
Take a look at our FAQs and find the answers to your questions
Why is telephone customer service important for a hotel?
A hotel receives calls at all hours from guests with very different profiles. Your telephone greeting is the first audio impression of your establishment. It must convey the standard of service, provide prompt guidance and reassure the prospective guest about their booking.
How should calls be handled when reception is busy?
Your telephone answering service should state that reception is temporarily busy, provide an on-call number for emergencies and direct callers to your website or booking centre. With Voconix, this message updates within a few seconds.
How do you announce that the hotel is fully booked when answering the phone?
Make it clear that you are fully booked for the requested period, and direct guests to your next available dates on your website or Booking.com. A guest who is directed to an alternative date is still a potential guest.
Does a hotel need a multilingual telephone reception service?
If your business caters for an international clientele, then yes. Set up your telephone greeting in French and English, at the very least. Voconix offers AI and human voices in five languages to cater for your international customer base.
How should we handle requests for seminars and events?
Your telephone reception service should direct these enquiries to the sales or events manager: «If you’d like to enquire about a seminar or private hire, please leave your contact details. Our manager will call you back within 24 hours.» These calls are too valuable to be lost in a generic switchboard.
What sort of voice should a hotel use for its telephone reception service?
What sort of hold music should a hotel use?
The music for your telephone greeting should reflect the spirit of your establishment. Understated classical music for a luxury hotel, modern ambient music for a boutique hotel, organic sounds for a lodge. The Voconix catalogue features over 10,000 tracks, so you can find the music that matches your identity.
How should you manage a hotel’s seasonal closure?
Create a message stating the closure dates, the reopening date and how to stay in touch to make a future booking (via email or the website). Put this message in place before closing and replace it as soon as you reopen.
How do you set up a hotel telephone answering service with Voconix?
Write your text on voconix.fr, select a voice and some music, then generate the audio file with a single click. The file is automatically sent to your telephone installer. The first message is completely free.
How much does it cost to set up a hotel telephone reception service?
The first message is completely free on voconix.fr, without a credit card. Special offers for hotels are available from €5 (excl. VAT) per month. See prices.
