Sponsor Management System (SMS)

In This Article

• What is the Sponsor Management System?
• Who uses the SMS?
• Key functions of the SMS
• Reporting duties via the SMS
• SMS user levels and access
• Common mistakes to avoid
• Frequently asked questions
• Related terms

What Is the Sponsor Management System?

The Sponsor Management System, usually just called "the SMS", is the Home Office's web-based portal that every licensed sponsor in the UK must use to manage their sponsorship obligations. It is the single interface through which sponsors assign and withdraw Certificates of Sponsorship, report changes about their sponsored workers, and update their own organisational details.

Access is granted when a sponsor licence application is approved. From that point, the sponsor must use the system continuously throughout the life of the licence. It is not a one-off setup: the Home Office expects regular, ongoing use as part of the sponsor's compliance duties.

Who Uses the SMS?

Every sponsor licence requires three named roles, each with access to the SMS:

• Authorising Officer — The most senior person accountable for the licence. Must be a settled worker in the UK (e.g., British citizen, ILR holder) at board or director level. They carry ultimate responsibility for compliance.
• Key Contact — The main liaison between the organisation and UKVI. Receives official correspondence and can log in to the SMS.
• Level 1 User — The person (or people) who handle day-to-day SMS tasks: assigning CoS, reporting worker changes, and managing user accounts. In practice, this is usually an HR manager or in-house immigration coordinator.

In small organisations, one person often holds all three roles. Larger organisations typically spread the workload across multiple Level 1 and Level 2 users.

Key Functions of the SMS

The SMS is used for every significant sponsorship action:

• Assign a Certificate of Sponsorship — Create a new CoS for an overseas worker by entering their personal details, job title, SOC code, salary, and start date.
• Withdraw a CoS — Cancel an unused or incorrect CoS before the worker uses it in a visa application.
• Report worker changes — Notify the Home Office when a worker leaves, changes salary or job duties, or is absent without explanation.
• Update organisational details — Log changes to the company name, address, ownership, or key personnel.
• Track CoS allocation — See how many CoS the organisation has left from its annual allocation.
• Manage user accounts — Add or remove Level 1 and Level 2 users and update role assignments.

Reporting Duties via the SMS

Sponsors must report certain events to the Home Office within 10 working days of becoming aware of them. All reports go through the SMS. The most common reportable events are:

• A sponsored worker is absent from work for 10 or more consecutive working days without the sponsor's permission
• A sponsored worker's employment ends (resignation, dismissal, redundancy, or contract expiry)
• A significant change in the worker's core duties, job title, or salary
• The worker fails to report for their first day of work
• A change of Authorising Officer, Key Contact, or Level 1 User
• Any suspicion that a sponsored worker is breaching visa conditions

Failure to report within the 10-day window is treated as a compliance failure and is one of the most common reasons for licence suspension or downgrade.

SMS User Levels and Access

Level 1 Users have the broadest day-to-day access: they can assign and withdraw CoS, submit reports, and create Level 2 accounts. Level 2 Users can perform most tasks but cannot manage other user accounts or view certain licence-level settings.

Every organisation must have at least one Level 1 User at all times. If your only Level 1 User leaves, no one can operate the SMS until a replacement is appointed — which itself must be reported within 10 working days.

Common Mistakes to Avoid

• Letting the Authorising Officer leave without replacement. The licence becomes ungoverned and risks suspension.
• Missing the 10-day reporting window. Late reports are treated as compliance failures even if the event itself was minor.
• Not training Level 1 Users properly. The SMS interface is not intuitive. Untrained users often make data entry errors that trigger compliance queries from UKVI.
• Forgetting to withdraw unused CoS. If a worker doesn't take up their role, withdraw the CoS promptly. Leftover unresolved CoS attract compliance questions.
• Using shared login credentials. Every user must have their own SMS account. Sharing logins breaches Home Office requirements and leaves gaps in the audit trail.

Frequently Asked Questions

How do I get access to the Sponsor Management System?

Access is granted when the Home Office approves your sponsor licence application. The Authorising Officer named in the application receives login credentials and can then create accounts for the Key Contact and Level 1/Level 2 users.

Can one person hold multiple SMS roles?

Yes. In small organisations it is common for one person to act as Authorising Officer, Key Contact, and Level 1 User simultaneously. However, at least one person must always be assigned to each role — if the individual leaves, all three roles must be reassigned.

What happens if the Authorising Officer leaves the organisation?

You must report the change via the SMS within 10 working days and appoint a new Authorising Officer. Failing to do so can trigger a compliance investigation and risks licence suspension, because the licence is left without a responsible senior person.

Is there a mobile app for the Sponsor Management System?

No. The SMS is a web-based portal only, accessed through a browser. There is no official mobile app. The Home Office recommends using a desktop or laptop for full functionality.

Related Terms

• Sponsor Licence
• Certificate of Sponsorship
• Sponsor Compliance Visit
• Sponsor Licence Rating
• Sponsor Licence Suspension & Revocation

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