Sponsor Management System (SMS)

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What is the Sponsor Management System (SMS)?

The UK Sponsor Management System (SMS) is an online platform launched by the Home Office. It allows licenced sponsors to carry out crucial tasks related to the sponsorship of migrant workers. Through this SMS portal, sponsors can issue Certificates of Sponsorship (CoS), update employee records, and report key changes to maintain compliance.

Using the SMS is a legal requirement for all UK businesses holding a sponsor licence. It plays a central role in fulfilling sponsor duties, including monitoring employees, keeping accurate records, and preventing illegal employment. The system ensures that the Home Office remains informed of any changes that could affect the sponsorship arrangement.

The SMS is required as soon as your organisation is granted a sponsor licence. From day one, the system must be used to manage sponsored workers and maintain communication with the Home Office.

At Westend Consultants, we help UK businesses understand and manage their responsibilities through the SMS. With our regulatory support, you can use the system confidently, stay compliant, and avoid potential penalties.

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What is the Sponsor Management System (SMS)

Who Can Use the Sponsor Management System?

Only authorised individuals within an organisation that holds a valid sponsor licence can access and operate the Sponsor Management System (SMS). These individuals must be assigned specific roles by the organisation:
  • Authorising Officer: A senior person responsible for hiring overseas workers and ensuring the organisation complies with its sponsor duties. They decide who can access the SMS and what permissions they hold.
  • Key Contact: The main point of communication between the organisation and the Home Office.
  • Level 1 User: Handles daily sponsorship tasks such as assigning Certificates of Sponsorship and updating worker records. This is the main operational role within the SMS.
  • Level 2 User: Supports sponsorship tasks but with limited access compared to a Level 1 user.
By default, only Level 1 and Level 2 users can log into the SMS. However, these permissions can also be extended to the Authorising Officer, Key Contact, or even external representatives such as immigration advisers.
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How to Log In to the Sponsor Management System for the First Time?

Receiving the Login Credentials

Once your sponsor licence is approved, the Home Office will send the login ID by post to the Authorising Officer. The password will be emailed separately to the nominated Level 1 user. It is then the Authorising Officer’s responsibility to share the login ID securely with the Level 1 user.

First-Time Login by Level 1 User

The Level 1 user must log in using the received credentials. This user will have full access to SMS functions and can start managing the licence. It is important that they read any messages from UKVI posted on the SMS message board before proceeding with any actions.

Adding More SMS Users

Once logged in, the Level 1 user can request additional Level 1 users and create Level 2 users, based on your organisation’s needs. However, since the Authorising Officer is accountable for all SMS actions, it’s advised to keep the number of users limited to only those necessary.

User Roles and Permissions

Level 1 users have full SMS access, while Level 2 users have limited rights—such as assigning Certificates of Sponsorship and reporting specific worker updates. Only Level 1 users can view UKVI messages and manage other user roles.

Secure Access and Individual Credentials

Each SMS user receives a unique ID and password, which must not be shared. Any misuse may lead to penalties. Passwords for new users will be emailed directly after account creation. Requests for new Level 1 users go to UKVI for approval, while Level 2 user accounts are created instantly.

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Primary Functions of the SMS Portal

  • Managing the Sponsorship Licence
    The SMS allows sponsors to handle essential tasks such as licence renewal, applying for additional Certificates of Sponsorship (CoS), and updating or replacing key personnel involved in sponsorship duties.
  • Creating and Assigning CoS
    Sponsors use the portal to create and allocate Certificates of Sponsorship to eligible workers or students. This function is central to hiring overseas staff under the UK immigration system.
  • Reporting Changes to Migrant Circumstances
    Any updates to a sponsored worker’s details—such as promotions, job role changes, or early termination—must be reported through the SMS. This helps maintain accurate records and compliance.
  • Updating Sponsor Details
    Sponsors are also required to report changes to their own organisation, including business address updates, company ownership changes, or structural adjustments, directly through the SMS.
  • Ensuring Ongoing Compliance
    Using the SMS correctly is crucial to maintaining sponsor licence compliance. It ensures that all sponsor duties are met under UK immigration rules and helps prevent any misuse of the system.
  • Managing User Access and Permissions
    The system enables sponsors to assign, manage, or remove access for Level 1 and Level 2 users. This ensures the right individuals have access based on their role and responsibilities within the organisation.

Common Challenges with SMS Login

  • Difficulty accessing the system due to forgotten login credentials or expired passwords.
  • Delays in receiving login information after licence approval, especially between Authorising Officer and Level 1 user.
  • Confusion over user roles and access levels, leading to limited or incorrect use of SMS functions.
  • Errors when creating or assigning CoS due to lack of checks or familiarity with the system.
  • Failure to update key personnel or organisation details promptly, risking non-compliance.
  • Over-reliance on a single Level 1 user, creating access issues if that person is unavailable.
  • Missing important UKVI messages within the portal due to failure to check the message board regularly.
  • Granting SMS access to unauthorised or untrained individuals, resulting in misuse or incorrect submissions.

Importance of Maintaining Sponsor Licence Compliance

  • Keeping SMS records up to date is a legal obligation, not just an administrative task.
  • Regular updates help ensure your organisation remains aligned with the latest UK immigration requirements.
  • Neglecting to maintain SMS details can lead to outdated information during compliance checks, increasing the risk of penalties.
  • Consistent SMS use supports efficient handling of sponsorship duties and prevents common operational errors.
  • A properly maintained SMS provides a clear audit trail, which is essential during inspections or investigations.
  • Effective SMS management helps organisations avoid licence suspensions, fines, or even revocations.
  • Staying compliant strengthens your reputation with UKVI and supports future applications for additional CoS or licence renewals.
  • Long-term compliance through SMS management secures your ability to continue hiring overseas talent confidently.

How Our UK Immigration Specialist Assist You?

  • Designated Level 1 User Support

    We can act as a Level 1 user on your sponsor licence, managing your Sponsor Management System (SMS) account on your behalf.

  • Sponsorship Compliance Guidance

    Our specialists help you stay compliant with Home Office duties by offering guidance on record-keeping, change reporting, and right-to-work checks.

  • Certificate of Sponsorship (CoS) Management

    We support you in understanding and managing CoS allocations from checking salary thresholds to confirming job eligibility.

  • Hands-On SMS Training and Navigation

    Our experts provide full training and step-by-step support to help you understand key SMS functions and manage sponsored worker records.

  • Ongoing Compliance Audits

    We conduct detailed audits of your sponsorship activities to identify any gaps and recommend practical improvements.

How West End Consultants Can Help?

West End Consultants is a UK-based OISC-regulated immigration consultancy firm with over 15 years of experience in supporting businesses and individuals through visa processes. We specialise in UK expansion worker visas, offering comprehensive assistance to ensure you meet all the requirements.

Our professional team assists businesses in navigating the complexities of obtaining and maintaining sponsor licences, ensuring that you comply with all regulatory standards. We handle all aspects of the application process, from gathering and verifying documentation to managing communications with immigration authorities.

For individual applicants, we provide you with support throughout the visa application process. This includes help with preparing necessary documents, proving English language proficiency, and securing valid job offers.

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FAQs

1What is a sponsor management system?
The Sponsor Management System (SMS) is an online portal provided by UK Visas and Immigration (UKVI) for licensed sponsors. It allows employers to manage their sponsorship duties, such as assigning Certificates of Sponsorship (CoS), reporting changes, and maintaining compliance with UK immigration rules.
2How do I log in to the UKVI SMS portal?
Once your sponsor licence is approved, UKVI sends the login ID by post to your Authorising Officer, while the password is emailed to the nominated Level 1 user. The Level 1 user can then log in using these credentials via the official SMS login page.
3Who should be the Level 1 user in SMS?
The Level 1 user should be someone within your organisation who will be responsible for day-to-day management of your sponsor licence. This individual must be based in the UK and is typically a trusted employee or an authorised representative such as an immigration adviser.
4What is the Home Office SMS?
The Home Office SMS is the same as the Sponsor Management System. It is the official platform provided by the Home Office through UKVI to help employers manage their sponsorship duties under the UK's points-based immigration system.
5What is the SMS used for?
The SMS is used to manage your sponsor licence, assign Certificates of Sponsorship, report changes to migrant and business details, and ensure ongoing compliance with sponsorship rules. It also allows you to manage user access and monitor communication from UKVI.

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