The Sponsor Management System (SMS) is best thought of as the digital control centre for employers holding a sponsor licence. It brings everything into one place, whether that’s logging in, allocating Certificates of Sponsorship, or keeping company and personnel details up to date. It’s also where changes in a worker’s circumstances are reported, making it the everyday link between sponsors and the wider system.
Different user roles exist within SMS, such as the Authorising Officer, Key Contact, and Level 1 and Level 2 users. Each comes with its own set of duties, and knowing how they fit together can save a business from headaches later on. By getting to grips with these roles, sponsors put themselves in the best position to meet their responsibilities smoothly.
For those new to the platform, an easy way to navigate is by following a UK sponsor licence SMS guide, a resource designed to simplify what can otherwise feel like a daunting process. Used well, the system becomes less about ticking boxes and more about building confidence in managing sponsorship obligations.
What Is the SMS?
Think of the Sponsorship Management System (SMS) as your digital control panel for all sponsor-related activity. Through SMS, you can:
- Log in securely (if you hold a licence) and manage users.
- Assign Certificates of Sponsorship (CoS) and manage CAS.
- Report changes, both to your licence or business, and to the circumstances of sponsored workers.
- Update key personnel details, address changes, or restructures via standard processes or submission sheets.
SMS is central to maintaining legality and compliance under sponsorship duties.
SMS User Roles: Who Does What?
SMS access is divided across specific roles:
- Authorising Officer (AO): The senior, accountable individual responsible for SMS compliance and licence integrity.
- Key Contact (KC): The main liaison with UKVI—they receive updates and notifications, but may not have full system powers.
- Level 1 User: Handles daily tasks—assigning CoS, right-to-work checks, reporting changes, and managing licence details.
- Level 2 User: Typically, has more restricted access, often used for support-level activity, depending on licence setup (not always used by all sponsors).
These roles can be held by one person or spread across individuals; clarity in role assignment prevents compliance issues.
Logging In and Getting Started
To access SMS:
- You must hold a valid sponsor licence.
- Use the user ID and password provided (AO typically receives this).
- Ensure only designated users log in; misuse of SMS credentials can result in action against your licence.
Assigning Certificates of Sponsorship (CoS)
One of SMS’s core functions is issuing CoS codes to sponsored workers.
- Navigate to the CoS section in SMS to issue one-off or batch allocations for Worker or Temporary Worker routes.
- Ensure each role meets the relevant criteria (e.g., salary threshold, occupation list) before issuing a CoS.
- Keep records of assigned CoS and manage allocation renewals as needed.
Update Company and Key Personnel Details
Your licence must reflect current business structures and personnel:
- Use “Amend your current AO or KC details” for minor updates like contact details.
- Use “Replace AO or KC” for changing personnel, following this with a submission sheet and supporting documents.
- To update company details (e.g. name, address), use the “Amend organisation details” function; certain changes are applied automatically if pre-approved, others require submission sheets.
Reporting Changes in Worker Circumstances
Compliance isn’t static—report any significant worker changes, such as:
- Ending a sponsorship early.
- Role or salary changes.
- Visa expiry or departure.
Use SMS’s reporting function for worker changes to remain compliant.
Monitoring Licence Status and CoS Allocation
Keep track of your licence activity via:
- “Licence summary” screen—view licence dates, AO/KC details, CoS allocations, and employee count.
- Allocation increases or renewal functions, for requesting additional CoS/CAS or renewing annual allocations.
Best Practices & Common Pitfalls
Here’s what the “UK sponsor licence SMS guide” recommends for safe sailing:
- Assign roles clearly and provide SMS training for all users.
- Only authorised users should access SMS.
- Keep AO and KC contact details up to date.
- Respond promptly to alerts for allocation renewals or compliance reviews.
- Avoid delays in reporting worker changes—failure to do so may breach sponsorship duties.
- Use SMS manuals and GOV.UK policy guidance before making changes.
Take Away!
The Sponsor Management System (SMS) is more than just a digital tool—it’s the framework that keeps your sponsorship duties organised and on track. Used well, it becomes the go-to space for assigning Certificates of Sponsorship, updating licence details, managing personnel, and reporting worker changes. Think of it as your business’s way of staying steady and compliant without unnecessary stress.
Whether you’re completely new to sponsorship or have years of experience, keeping things clean, quick, and accurate in SMS is the difference between smooth operations and unnecessary headaches. The clearer your roles, the sharper your updates, and the stronger your understanding of the system, the easier it is to keep everything running without disruption.
And if you’d like to go one step further in making SMS simple, remember this: the UK sponsor licence SMS guide is a handy starting point, but for ongoing insights and practical advice tailored to employers, don’t forget to follow Sponsor Licence Hub—your partner in navigating the system with confidence.
