How do I get access to the Sponsor Management System?

Access is granted when your sponsor licence application is approved. The Level 1 User named in the application receives login credentials. Additional Level 1 and Level 2 Users can be added through the system. Each user gets their own login credentials.

What is the difference between Level 1 and Level 2 Users?

Level 1 Users have full access to the SMS, including the ability to assign Certificates of Sponsorship, submit reports, and manage other users. Level 2 Users have limited access — they can view information and perform some tasks but cannot assign CoS or make changes to key personnel.

Can I access the SMS from outside the UK?

The SMS is an online system that can be accessed from any location with an internet connection. However, key personnel responsible for managing the SMS should be based in the UK, as the Home Office requires UK-based oversight of sponsorship duties.

Sponsor Management System (SMS): How to Use It

Q: What is the Sponsor Management System (SMS)?

The Sponsor Management System is the Home Office's online portal for managing sponsor licences. Sponsors use it to assign Certificates of Sponsorship, report changes, manage key personnel, track their licence status, and communicate with the Home Office about sponsorship matters.

The SMS is where sponsors assign Certificates of Sponsorship, report changes, manage key personnel, and track their licence. This guide covers the main functions, how to navigate the system, common tasks, and tips for efficient management.

Getting Started with the SMS

When your sponsor licence is approved, the Home Office sends login credentials to the Level 1 User named in your application. The SMS is accessed through the GOV.UK Sponsor Management System page.

Your first tasks after gaining access should be to familiarise yourself with the interface, check that your organisation's details are correct, and confirm that key personnel information is accurate.

User Levels and Access

The SMS has two user levels:

Level 1 Users

Level 1 Users have full access to the SMS and can:

Assign and manage Certificates of Sponsorship
Submit reports to the Home Office
Add, remove, and manage other users
Update organisation details
View licence status and compliance information

Level 2 Users

Level 2 Users have limited access. They can view information and perform some tasks but cannot assign CoS or manage key personnel. This level is useful for team members who need to check information but should not have full control.

You should have at least two Level 1 Users to ensure continuity if one person is unavailable. Keep your user list current — remove users who leave the organisation promptly.

Assigning a Certificate of Sponsorship

Assigning a CoS is one of the most frequent tasks on the SMS. The process involves:

Selecting whether the CoS is defined (worker in the UK) or undefined (worker applying from abroad)
Entering the worker's personal details (name, date of birth, nationality, passport number)
Entering the job details (title, SOC code, salary, start date, work location)
Confirming the CoS and paying the £525 fee

Double-check all details before confirming. Errors on the CoS are a common cause of visa refusal. The CoS reference number is then given to the worker for their visa application.

For undefined CoS (workers applying from abroad), you may need to request an allocation from the Home Office first. The SMS will guide you through the allocation request process.

Submitting Reports

Sponsors must submit certain reports through the SMS. The main reporting obligations are outlined in the compliance guide. Key reports include:

Worker not starting the job
Worker absent for 10+ consecutive working days without permission
Worker leaving the organisation
Significant change to job duties, title, or salary
Changes to the sponsor's own details (address, ownership, key personnel)

Reports must be submitted within the required timeframe (usually 10 or 20 working days). Late reports can count against you in compliance assessments.

Managing Key Personnel

You must keep your key personnel details current in the SMS:

If the Authorising Officer changes, update the SMS within 20 working days
If the Key Contact or Level 1 User changes, update promptly
New key personnel must pass suitability checks

Failure to update key personnel is a common compliance issue that comes up during Home Office audits.

Tracking Your Licence

The SMS shows your current licence status, rating (A or B), and expiry date. Use this to:

Monitor your licence status and any actions required
Track how many CoS you have assigned and how many are available
Set reminders for licence renewal well before the expiry date

Common Tasks and Tips

Keep a log of reports submitted. Maintain your own record of reports submitted through the SMS, including dates and details, as a backup.
Check visa expiry dates regularly. The SMS can help you track when workers' visas are due to expire, so you can plan extensions.
Update worker details promptly. If a worker's personal details change (such as a new passport), update the SMS.
Review your CoS allocation. If you need more undefined CoS than your current allocation, you can request additional allocations through the SMS.

Troubleshooting

If you experience technical issues with the SMS:

Ensure you are using a supported browser and have a stable internet connection
If you are locked out, contact the Home Office sponsor helpline
If a key user leaves and you cannot access the system, the Authorising Officer can contact the Home Office to regain access

The SMS user guide on GOV.UK provides detailed instructions for each function.

Next Steps

Log in to the SMS and verify that your organisation details, key personnel, and worker records are up to date. If you are applying for a new licence, familiarise yourself with the system's functions so you are ready to use it efficiently from day one.

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