The sponsor management system, commonly known as the SMS, is the online portal every licensed UK sponsor must use to manage their sponsorship obligations. From assigning Certificates of Sponsorship to reporting changes and managing key personnel, the SMS is the central tool of your sponsorship compliance. Using it incorrectly or failing to use it when required can result in your licence being suspended or revoked.
In this guide, we explain what the sponsor management system is, how to access it, what its key functions are, and the most important tasks you must complete through it to remain compliant.
What is the sponsor management system?
The sponsor management system is a secure online portal operated by UK Visas and Immigration (UKVI), which is part of the Home Office. Every organisation that holds a UK sponsor licence uses the SMS to:
- Assign Certificates of Sponsorship to overseas workers
- Report changes in a sponsored worker’s circumstances
- Update your organisation’s details
- Add and remove key personnel
- Manage your sponsorship activities and records
Access to the SMS is restricted to individuals appointed as key personnel on your sponsor licence. Not everyone in your organisation can access it. Therefore, setting up the correct personnel with the right level of access is one of the first tasks after your licence is approved.
Who can access the sponsor management system?
Only designated key personnel can access the SMS. The Home Office recognises four types of user:
Authorising Officer
The Authorising Officer is the most senior person responsible for your sponsor licence. They have the highest level of accountability and are responsible for all sponsorship activity carried out by your organisation. The Authorising Officer must be a paid employee, director, or partner of your organisation. They cannot be a third-party representative.
The Authorising Officer does not necessarily have direct access to the SMS as a system user. However, they are ultimately responsible for everything that happens within it.
Key Contact
The Key Contact is the main point of communication between your organisation and the Home Office. In smaller organisations, the Authorising Officer and Key Contact can be the same person.
Level 1 User
Level 1 Users have full access to the SMS. They can assign Certificates of Sponsorship, report changes, update company details, and add or remove other users. You must appoint at least one Level 1 User. Most organisations appoint one or two Level 1 Users to ensure continuity if one person is unavailable.
Level 2 User
Level 2 Users have more limited access than Level 1 Users. They can assign Certificates of Sponsorship but cannot manage other system users or make significant changes to your organisation’s details. Level 2 Users are useful for HR teams where multiple people need to assign CoS but full system access is not appropriate.
All key personnel must be employees of your organisation. They cannot be external consultants or agencies. In addition, all key personnel must be based in the UK.
How to log in to the sponsor management system
You access the SMS through the official UKVI website via the GOV.UK portal. Do not use any other third-party website claiming to provide SMS entry.
To log in securely, you will need:
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Your User ID: Assigned uniquely by UKVI when your profile is created.
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Your Password: Set and updated by the individual user.
Keep your login credentials entirely secure. Do not share your User ID and password with colleagues under any circumstances. Sharing credentials is a major compliance breach that can lead directly to licence suspension. If multiple team members require access, they must be set up as separate users with their own distinct profiles.
Key function 1: Assigning a Certificate of Sponsorship
The Certificate of Sponsorship, known as a CoS, is the document that allows an overseas worker to apply for a visa to work for your organisation. You assign a CoS through the SMS before the worker submits their visa application.
There are two types of CoS:
Defined CoS: A defined CoS is used for workers applying for entry clearance from outside the UK, that is, workers who are not yet in the UK. You must apply to UKVI for a defined CoS allocation before you can assign them. The allocation request is made through the SMS.
Undefined CoS:An undefined CoS is used for workers who are already in the UK and switching or extending their visa. You have a pre-assigned annual allocation of undefined CoS. You can assign these directly through the SMS without requesting additional allocation, provided you have remaining CoS in your allocation.
How to assign a CoS
To assign a CoS through the SMS, follow these steps:
- Log in to the SMS
- Select the CoS management section
- Choose defined or undefined CoS depending on the worker’s situation
- Enter the worker’s personal details including full name, date of birth, nationality, and passport number
- Enter the job details including the job title, Standard Occupational Classification (SOC) code, salary, and start date
- Confirm the working hours, location, and any other required details
- Review all entries carefully before submitting
- Submit the CoS and note the unique CoS reference number generated by the system
The worker uses this CoS reference number in their visa application. Therefore, accuracy is critical. Errors in the CoS, particularly in the salary, SOC code, or worker’s personal details, can cause the visa application to be refused or delayed.
Key function 2: reporting changes and events
One of your most critical obligations as a sponsor is keeping the Home Office informed of changes. The deadlines vary depending on the type of event:
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Worker-related events: Must be reported within 10 working days of the event occurring (e.g., a worker resigning or missing their start date).
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Organisation-related events: Must be reported within 20 working days (e.g., changing your business address or updating your Key Personnel).
Failing to report within these specific windows is considered a serious compliance breach during UKVI audits.
Events you must report through the SMS include:
Worker-related events
- A sponsored worker does not start work on their agreed start date
- A sponsored worker stops working for you, for any reason including resignation, dismissal, or end of contract
- A sponsored worker is absent from work for more than 10 consecutive working days without your permission
- A sponsored worker changes their role, salary, or work location in a way that differs from the details on their CoS
Organisation-related events
- Your organisation moves to a new address
- Your organisation changes its name
- Your organisation undergoes a merger, acquisition, or restructure
- Your organisation’s HMRC reference, Companies House number, or VAT registration changes
- A key personnel member leaves your organisation or their role changes
Significant changes to your business
- Your organisation stops trading
- Your organisation enters administration, receivership, or insolvency proceedings
How to make a report in the SMS
To report a change or event in the SMS:
- Log in and navigate to the reporting section
- Select the type of report you need to make
- Enter the relevant details about the worker or change
- Submit the report and retain the confirmation reference number
Always keep a copy of every report you make, including the date submitted and the confirmation reference. This creates an audit trail that protects you if the Home Office later questions whether you met your reporting obligations.
Key function 3: managing key personnel
You manage your key personnel directly through the SMS. This includes adding new users, updating existing users’ details, and removing users who have left your organisation or changed roles.
Adding a new user
To add a new key personnel member:
- Log in as a Level 1 User
- Navigate to the key personnel management section
- Select the option to add a new user
- Enter the new user’s personal details, work email address, and role within your organisation
- Select their access level (Level 1 or Level 2)
- Submit the addition
The new user receives an email invitation to set up their SMS account. They must complete the account setup before they can access the system.
Removing a user
When a key personnel member leaves your organisation or changes roles, you must remove them from the SMS promptly. Leaving a former employee as an active SMS user is a compliance risk.
To remove a user:
- Log in as a Level 1 User
- Navigate to the key personnel management section
- Select the user you wish to remove
- Confirm the removal
Ensure you have at least one active Level 1 User at all times. If you remove all Level 1 Users, you lose access to the SMS, which can seriously disrupt your ability to manage your sponsorship obligations.
Key function 4: updating your organisation’s details
Your SMS records must accurately reflect your organisation’s current details at all times. Inaccurate or outdated information in the SMS is a compliance breach. When any of the following change, update the SMS promptly:
- Your registered business address
- Your operating address or addresses where sponsored workers are based
- Your organisation’s name following a rebrand or restructure
- Your HRMC reference or Companies House number
- Your sector or business activities if they change significantly
To update your organisation’s details, navigate to the organisation details section of the SMS and make the necessary changes. Some changes, such as a change of legal entity, may require you to contact UKVI directly rather than updating through the SMS.
Key function 5: managing your CoS allocation
Your CoS allocation is the number of Certificates of Sponsorship you are permitted to assign in a given period. Managing your allocation correctly prevents situations where you need to sponsor a worker urgently but have no CoS remaining.
Undefined CoS allocation: Each year, UKVI grants your organisation an allocation of undefined CoS based on your past sponsorship activity and anticipated needs. You can view your remaining allocation in the SMS at any time.
If you run low on undefined CoS, you can request an additional allocation through the SMS. The request must be justified and the Home Office may ask for supporting evidence of your recruitment needs.
Defined CoS allocation: You request defined CoS as needed, one by one, for workers applying from outside the UK. Each request is assessed by the Home Office before the CoS is allocated.
Therefore, monitor your CoS allocation regularly through the SMS and request additional CoS well before you need them to avoid delays in your recruitment process.
Key function 6: withdrawing a Certificate of Sponsorship
In some circumstances, you may need to withdraw a CoS after it has been assigned but before the worker has used it to apply for a visa. This might occur if:
- The worker decides not to take the job
- The role changes significantly from what was described on the CoS
- The worker fails a pre-employment check
To withdraw a CoS, navigate to the CoS management section of the SMS, locate the relevant CoS, and select the option to withdraw it. Act promptly. A CoS that remains assigned after the circumstances change can mislead the Home Office about your sponsorship activities.
Common SMS mistakes that lead to compliance failures
Many sponsor licence suspensions and revocations result from errors in how organisations use the SMS. Here are the most common mistakes to avoid:
Not reporting worker changes within 10 working days: This is the most common compliance failure. Set up internal processes, such as calendar reminders or HR notifications, to ensure someone always reports changes within the deadline.
Inaccurate CoS details: Errors in salary, SOC code, start date, or worker personal details on the CoS are a frequent cause of visa application problems. Always double-check every field before submitting a CoS.
Sharing SMS login credentials: Sharing usernames and passwords with colleagues is a compliance breach. Set up separate user accounts for everyone who needs SMS access.
Leaving former employees as active users: When a key personnel member leaves, remove them from the SMS immediately. Former employees with active SMS access represent a serious security and compliance risk.
Not monitoring CoS allocation: Running out of CoS mid-recruitment cycle can delay hiring significantly. Check your allocation regularly and request additional CoS in advance.
Failing to update organisation details after a change: Address changes, rebrands, and restructures must be reflected in the SMS promptly. Outdated records undermine your compliance position.
Not keeping records of SMS actions: Every report and CoS assignment should be documented internally with the date and confirmation reference. Without this audit trail, you cannot demonstrate compliance if the Home Office investigates.
SMS record-keeping obligations
As a licensed sponsor, you must keep records of all sponsorship activity. The SMS does not replace your internal record-keeping obligations. In addition to your SMS activity, you must maintain:
- Copies of every sponsored worker’s passport and visa
- Copies of the CoS assigned to each worker
- Records of all SMS reports made and the dates they were submitted
- Evidence of right to work checks carried out before each worker started
- Contact details for every sponsored worker, updated regularly
- Payroll records confirming the salary paid to each sponsored worker
These records must be kept for the duration of the employment plus 2 years after it ends. The Home Office may request them during a compliance visit. For more information on what a compliance visit involves, read our sponsor licence suspension guide.
What happens if you use the SMS incorrectly?
Using the SMS incorrectly, or failing to use it when required, has direct consequences for your sponsor licence:
- Missed reporting deadlines can trigger a compliance investigation and potential suspension
- Inaccurate CoS details can lead to worker visa refusals and Home Office scrutiny of your sponsorship practices
- Failure to update key personnel can leave your SMS without active users, making it impossible to manage your licence
- Security breaches through shared logins can result in unauthorised CoS assignments and serious compliance failures
In addition, the Home Office conducts both announced and unannounced compliance visits. During these visits, inspectors check your SMS records against your internal records. Discrepancies between the two are a significant red flag.
How LawSentis can help with sponsor management system compliance
LawSentis is regulated by the Immigration Advice Authority (IAA) at Level 3, which is the highest level of authorisation in the UK. We advise UK employers on all aspects of sponsor licence management, including SMS training, compliance audits, and responding to Home Office investigations.
Our team can:
- Train your HR team and key personnel on using the SMS correctly
- Review your current SMS practices and identify compliance gaps
- Advise on your reporting obligations and help you set up internal reporting processes
- Assist with CoS allocation requests and urgent CoS assignments
- Conduct a full immigration compliance audit of your sponsorship records
- Advise on what to do if you have missed a reporting deadline or made an error in the SMS
- Support you through a Home Office compliance visit
We also advise on all aspects of sponsor licence management. Read our guides on sponsor licence application UK 2026, sponsor licence suspension, illegal working penalty UK, and right to work checks for more information.
Book a consultation with LawSentis today. We will review your SMS setup and compliance processes and advise on any improvements needed to protect your sponsor licence.
Frequently asked questions
What is the sponsor management system?
The sponsor management system (SMS) is the Home Office online portal used by licensed UK sponsors to manage their sponsorship obligations. It is used to assign Certificates of Sponsorship, report changes in a worker’s circumstances, update organisation details, and manage key personnel access.
Who can use the sponsor management system?
Only designated key personnel can access the SMS. These are the Authorising Officer, Key Contact, Level 1 Users, and Level 2 Users. All key personnel must be employees of your organisation based in the UK.
What is a Level 1 User in the SMS?
A Level 1 User has full access to the SMS. They can assign Certificates of Sponsorship, report changes, update company details, and manage other users. You must have at least one active Level 1 User at all times.
How do I assign a Certificate of Sponsorship through the SMS?
Log in as a Level 1 or Level 2 User, navigate to the CoS management section, select the correct CoS type (defined or undefined), enter the worker and job details accurately, and submit. The system generates a unique CoS reference number that the worker uses in their visa application.
What changes must I report through the SMS?
You must report events including a worker not starting on their agreed start date, a worker stopping work, a worker being absent for more than 10 working days without permission, changes to a worker’s role or salary, and significant changes to your organisation such as a change of address or restructure.
How quickly must I report changes through the SMS?
Most reportable events must be reported within 10 working days of the event occurring. Missing this deadline is a serious compliance breach that can trigger a Home Office investigation.
What happens if I make an error in the SMS?
Contact the UKVI Employer Helpline as soon as possible to advise them of the error and seek guidance on how to correct it. Proactively reporting and correcting errors is treated more favourably than errors discovered during a compliance visit.
How do I request more Certificates of Sponsorship?
You can request additional undefined CoS allocation through the SMS. The request must be justified and may require supporting evidence of your recruitment needs. Request additional CoS well in advance to avoid delays in your hiring process.
What records must I keep in addition to the SMS?
You must keep copies of sponsored workers’ passports and visas, right to work check records, payroll evidence confirming salaries paid, and records of all SMS reports made. These must be kept for the duration of employment plus 2 years after it ends.
This article is for general information only. Immigration rules change frequently. Always seek advice from an IAA-regulated immigration adviser before making any application.
LawSentis is regulated by the Immigration Advice Authority (IAA) at Level 3. Contact us for professional advice.