How Xeople Implements Your Entire OnHire Solution

Built for staffing agencies across Australia and New Zealand, our structured implementation process gets your workforce management system up and running at market-leading speed, smoothly, and with your whole team ready to go.

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How Xeople Implements Your Entire OnHire Solution

A system this powerful takes real implementation. Here’s why that’s a good thing.

Entire OnHire isn’t a plug-and-play tool and that’s intentional. Agencies placing casual workers in healthcare, community care, hospitality, education, warehousing and other frontline industries can’t afford to run on a system that wasn’t built with their complexity in mind. That’s why every new client receives a structured, white-glove implementation experience delivered by a dedicated team of system experts.

From applicant tracking and shift rostering through to STP 2.0 and PayDay Super compliant payroll and invoicing, every module is configured to your business: your compliance requirements, your workflows, your people. We migrate your existing data, configure your platform to industry standards, and train your team across every relevant department so you go live with confidence.

The good news? We’ve implemented this system for agencies just like yours many times over. Our onboarding process has been refined over years of real-world deployments, and today it runs like a well-oiled machine. You’ll get to go-live faster than you might expect.

What happens at each stage of your
Entire OnHire implementation?

Engage – Weeks 1–2

We kick off with a project discovery session to understand your agency’s structure, compliance obligations, and operational priorities. This is where we gather the business information we need to begin building your system.

  • Kick-off meeting and project champion assigned
  • Requirements gathering across recruitment, operations and finance
  • Business data and system configuration details collected
  • Integration requirements mapped (e.g. XERO, job boards, etc.)

Build – Weeks 3–4

Your dedicated implementation team configures your platform end-to-end. System configuration, data migration and integration setup are all completed in this phase so what you go live with already reflects how your business runs.

  • System configuration to your business and industry requirements
  • Data migration from your existing platform
  • Integration setup with third-party tools
  • Unit testing to confirm accuracy and completeness

Deliver – Weeks 5–7

With your system built, it’s time to train your team. We run structured, hands-on training sessions across all relevant departments (recruitment, allocations, and finance) so every user can operate with confidence from day one.

  • System handover and admin/masters training
  • Recruitment team training sessions
  • Allocations and scheduling training sessions
  • Finance and payroll training sessions
  • Change management support for your leadership team

Launch – Weeks 8–9

Go-live. Your system is live, your team is trained, and our implementation team is right there with you. Final data import, user onboarding and priority support mean this is one of the most supported moments in your agency’s technology journey.

  • Final data import completed
  • All users onboarded to the platform
  • Go-live confirmed
  • Priority support period begins immediately

Optimise – Weeks 10–12+

You’re live! Time to get your team settled into their workflows while we monitor performance and address any gaps. This is where the real productivity gains start showing up.

  • Active feedback loops with your team
  • User adoption coaching and support
  • Performance review against your goals
  • Ongoing access to our customer support knowledge base and account team

What happens at each stage of your
Entire OnHire implementation?

Engage – Weeks 1–2

We kick off with a project discovery session to understand your agency’s structure, compliance obligations, and operational priorities. This is where we gather the business information we need to begin building your system.

  • Kick-off meeting and project champion assigned
  • Requirements gathering across recruitment, operations and finance
  • Business data and system configuration details collected
  • Integration requirements mapped (e.g. XERO, job boards, etc.)

From sign-off to go-live, faster than you’d think.

Our implementation timeline typically runs across 10–12 weeks for most agencies, depending on the size of your team, the volume of data to migrate, and your level of engagement throughout the process. The more prepared and available your team is, the faster we move.
Engage
Build
Deliver
Launch
Optimise
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What most affects your timeline:

  • Speed of data preparation and provision
  • Availability of your key team members for training sessions
  • Complexity of your existing integrations
  • Volume of historical workforce and client data

For a personalised timeline estimate based on your agency’s size and requirements,

Talk to our implementation team today

What most affects your timeline

Build your implementation team before day 1.

A successful implementation isn’t just about technology; it’s about your people. We recommend involving these key roles from day one:

Project Champion

Project Champion

Your internal lead who coordinates between departments and our implementation team. This person is your agency’s single point of accountability.

Recruitment Lead

Recruitment Lead

The person who manages candidate onboarding and screening. They’ll be trained on the ATS, onboarding workflows and compliance management modules.

Admissions / Operations Lead

Admissions / Operations Lead

The shift scheduler or operations manager who will work across rostering, availability management and client booking workflows.

Finance / Payroll Lead

Finance / Payroll Lead

The person responsible for timesheets, payroll processing and client invoicing. Critical for finance configuration and STP 2.0 setup.

We don’t hand over the keys and walk away.

Our implementation timeline typically runs across 10–12 weeks for most agencies, depending on the size of your team, the volume of data to migrate, and your level of engagement throughout the process. The more prepared and available your team is, the faster we move.

Priority support includes:

  • Introduction to your ongoing customer support squad
  • Direct access to a named contact for issue escalation
  • Ability to request additional training on specific modules
  • Access to our comprehensive knowledge base (help articles, how-to videos and best-practice guides)

I would say invest in the cost. I know a lot of people would get scared because of the implementation costs and the cost of the actual software, but I would hands down say you’ve got to spend in order to grow. The implementation was very organised, which is what you need when you’re signing up with software that’s potentially going to run your business.

—
Chloe Pili-Gaitau, Director, Contract Care

Frequently
Asked Questions

EOH - Frequently Asked Questions

For most agencies across Australia and New Zealand, implementation runs across 10–12 weeks from sign-off to go-live. The timeline depends on the size of your team, the volume of data to migrate, and how quickly you can make key staff available for training. Agencies that come prepared and engaged consistently achieve faster go-lives. If you're switching from another platform, we'll scope your migration as part of the initial discovery process and give you a realistic estimate.

We've migrated data from a wide range of legacy platforms and spreadsheet-based systems. Our team handles the data extraction mapping, cleansing and import into Entire OnHire — you don't need to do it manually. You'll be asked to provide your data exports in agreed formats at the Build stage. The more complete and organised your existing data is, the smoother the migration. We'll guide you through exactly what we need and when.

Yes. Your existing system continues to operate during implementation. We configure and test your Entire OnHire environment in parallel, and you only transition fully at go-live. This parallel approach reduces operational risk and gives your team time to build confidence in the new platform before it goes live.

Entire OnHire is built specifically for staffing agencies placing casual workers in frontline industries — including healthcare and locum, community care and NDIS, hospitality and events, education and childcare, warehousing and manufacturing, and security. Unlike generic workforce management platforms, our system is built around the compliance, rostering and payroll complexity that comes with managing high volumes of casual workers in regulated industries. For agencies across Australia and New Zealand operating in these sectors, that specificity makes a significant difference.

Entire OnHire is built to meet Australian payroll and compliance requirements out of the box, including STP 2.0 compliant payroll, superannuation management, modern award interpretation support, and NDIS compliance frameworks. For New Zealand clients, our team works with you during implementation to configure your system in line with local employment and payroll standards. Our platform is also ISO/IEC 27001:2022 certified, meaning your workforce and client data is handled to the highest security standards.

Your team's engagement is one of the most important factors in how quickly and smoothly your implementation goes. At a minimum, you'll need a project champion, a recruitment lead, an allocations lead, and a finance/payroll lead available for their respective training sessions. The more available and prepared your team is, the more we can work to your timeline. Agencies that treat implementation as a team project — not just an IT project — consistently get better outcomes.

Once your priority support period begins (immediately after go-live training), you'll have access to our customer support squad for issue escalation, a comprehensive online knowledge base with how-to articles and training videos, and — depending on your package — a dedicated account manager or client success coach. Our support doesn't end when implementation does. As your agency grows and your needs evolve, our team is there to help you get more from the platform.

Ready to see what implementation looks like for your agency?

Whether you're replacing an outdated system, scaling up your current one, or launching a brand-new agency, our team will give you a clear picture of exactly what an Entire OnHire implementation looks like for your specific situation.

Request a Demo

Entire OnHire is an Australian-owned workforce management platform purpose-built for staffing agencies in frontline industries. ISO/IEC 27001:2022 certified. Trusted by leading agencies across Australia and New Zealand.