05 Dec 2025
reduction in administration time spent on worker onboarding
of HR tasks are now performed remotely (compared to 0% before)
record look-ups now completed in minutes not hours
Torbay Lifestyles & Care is a leading not-for-profit organisation providing residential and community care across Western Australia. With a workforce spanning clinical, hospitality, and support roles, Torbay is committed to delivering quality care that meets Australia’s strict Aged Care Quality Standards.
Torbay faced a growing administrative and compliance burden due to its reliance on entirely manual, paper-based HR, and onboarding processes. Every stage, from collecting worker information to updating employment records, required physical handling and filing, creating inefficiencies and compliance risks across the organisation.
Employee files were stored in cardboard folders with inconsistent organisation, often taking staff 20 to 30 minutes to locate a single record or complete an update. Without a centralised system, duplicate data entry and siloed workflows were common across HR, payroll, rostering, and training. This fragmented setup not only slowed down operations but also made it difficult to maintain visibility over workforce compliance.
Torbay’s CEO, Carrie Chappell, takes great pride in finding and implementing best-of-breed business management technologies. In line with changes to the HR team, the business took the opportunity to identify outdated processes and potential risks in its HR practices, such as physically stored worker records, and implement a more secure, efficient, and compliant digital solution.
“All our files were literally old-fashioned cardboard folders. Everything was manual and paper-based.”
– Daryl Mahon, Operations Manager at Torbay Lifestyles & Care
To address its administrative and compliance challenges, Torbay implemented Xemplo to digitise and centralise every stage of the employee lifecycle, from onboarding through to ongoing management and record maintenance.
Xemplo transformed Torbay’s onboarding process, reducing onboarding time from hours to minutes. New and existing employees can now complete all requirements online, including credential submission, policy acknowledgement and pre-commencement training, delivering a faster, more consistent experience that has been well received by new starters and strengthened Torbay’s ability to re-hire and place staff efficiently.
All worker information is now securely stored in Xemplo’s Australian-hosted, ISO 27001–certified cloud environment. HR staff no longer need to shuffle through paper files to find employee records, everything is accessible instantly and safely online. With all records now digital, the HR team can also work remotely when needed, ensuring uninterrupted access to information and maintaining compliance from any location.
HR teams can now create and send contracts, letters, and updates automatically using configurable templates and rules. This has streamlined communication, reduced manual editing, and ensured consistency across the organisation.
Employees and managers can access Xemplo anytime (desktop portal, mobile, or the Xemplo app) to complete HR tasks such as approving leave, submitting expenses, and updating personal details. This flexibility has improved responsiveness and accessibility across Torbay’s multi-site workforce.
Torbay has rolled out Xemplo’s Performance feature to digitise appraisals and probation tracking, making it easier for managers to monitor milestones and support staff development.
The team cited Xemplo’s customer support as a standout feature, with quick responses, hands-on troubleshooting, and continuous collaboration to improve processes.
“The support team is fantastic. You get a response so quickly and they always fix the problem. It’s seamless, quick, and up to date.”
– Karissa Haigh, HR Coordinator at Torbay Lifestyles & Care
