Sponsorship Management System (SMS) for Licensed Sponsors
The Sponsorship Management System (SMS) is the Home Office online system used by licensed sponsors to manage day-to-day sponsorship activity. Through the SMS, authorised users can assign Certificates of Sponsorship, report specified changes, manage licence information and request sponsorship-related changes or allocations. Access should be controlled carefully — the sponsor remains responsible for actions taken through its licence by authorised users, so SMS governance is part of Sponsor Licence compliance, not simply an IT-administration task.
On this page
- What the SMS is
- When access begins
- Who can use it
- Level 1 User
- Level 2 User
- Authorising Officer
- Sponsor responsibility
- Sharing logins?
- What sponsors can do
- Assigning a CoS
- Managing allocations
- Defined CoS requests
- Making reports
- Changing Key Personnel
- B-rating & the SMS
- Suspension
- Revocation
- Representative access
- If a user leaves
- Level 1 continuity
- Structural changes
- Audit trail
- The SMS Manuals
- Governance checklist
- SMS Action Guide
- Governance problems
- How ENS can assist
- FAQs
In brief
- The SMS is the Home Office online system sponsors use to manage day-to-day sponsorship — assigning CoS, reporting and updates.
- Access begins once the licence is granted.
- It is operated by nominated Level 1 and Level 2 Users, overseen by the Authorising Officer.
- The sponsor is responsible for everything its SMS users do — the guide covers roles and governance.
What is the Sponsorship Management System?
The SMS is the Home Office online system through which licensed sponsors manage sponsorship activity after the licence is granted. The guidance uses it for functions including assigning Certificates of Sponsorship; managing CoS allocations; reporting specified worker changes; reporting specified organisation changes; managing Key Personnel and SMS users; requesting changes to licence details or sponsorship arrangements where the guidance provides; and other sponsor-management functions.
The SMS is the sponsor's operational Home Office account. It's used to manage the licence and sponsorship activity after approval — but using the SMS correctly doesn't replace the underlying legal and compliance requirements.
When does a sponsor get access to the SMS?
When a Sponsor Licence application is granted, the organisation is given its Sponsor Licence number, added to the register of licensed sponsors, and access to the Sponsorship Management System becomes available for licensed-sponsor activity. The original online licence-application portal and the post-grant SMS are related but distinct stages.
Who can use the Sponsorship Management System?
The framework provides for Level 1 Users and Level 2 Users to access the SMS, subject to the permissions and restrictions applicable to those roles. An authorised Level 1 or Level 2 User can assign Certificates of Sponsorship where their access permits, and the sponsor must maintain the required Authorising Officer and primary Level 1 User arrangements throughout the licence.
The eligibility conditions (UK-based, settled-status, representative and AO suitability rules) are on the Key Personnel page.
What is a Level 1 User?
A Level 1 User has the broader day-to-day SMS permissions available to licensed sponsors. Depending on the sponsor's circumstances and the function concerned, Level 1 activities can include assigning CoS; reporting changes; managing certain sponsor details; managing SMS users; requesting changes or allocations; and accessing information about sponsorship activity. Level 1 Users carry the sponsor's main operational SMS responsibility.
Click-by-click Level 1 steps come from the current Home Office SMS Manual — not reproduced here. The eligibility and appointment rules are on the Key Personnel page.
What is a Level 2 User?
A Level 2 User has more limited SMS permissions than a Level 1 User. The guidance allows Level 2 Users to perform specified functions, including CoS-related activity where permitted, but they don't have the full administrative access of a Level 1 User. Level 2 access is intended for narrower operational use, not full Sponsor Licence administration.
A full Level 1 vs Level 2 permissions matrix isn't shown here. The exact current permissions come from the current SMS Manual, which UKVI updates as system functionality changes — see "The SMS Manuals" below.
What is the Authorising Officer's role in SMS governance?
The Authorising Officer is responsible at senior level for the organisation's sponsorship activity, ensuring the sponsor meets its responsibilities, and overseeing SMS users and access in accordance with the guidance. The Authorising Officer doesn't necessarily have to carry out every day-to-day SMS task personally.
Level 1 User
Day-to-day SMS administration.
Level 2 User
Permitted narrower tasks.
Delegating SMS activity does not remove sponsor responsibility.
Is the sponsor responsible for actions taken by SMS users?
Yes. The organisation is responsible for actions carried out through its SMS account by its authorised users — including where an authorised user is an employee, or an external person/representative where the guidance permits that person to hold SMS access.
Treat SMS access like delegated regulatory authority, not a shared office login. The sponsor remains responsible for actions taken through the licence by authorised SMS users.
Should sponsors share SMS login details?
Because SMS permissions attach to authorised users and the sponsor remains responsible for activity through its licence, access should be limited to properly appointed users. SMS access should be personal to the authorised user and controlled in accordance with the Home Office's current system requirements — sponsors shouldn't treat the SMS as a generic shared-account login.
Detailed password, MFA, recovery and browser requirements sit in the current SMS/system instructions, not the sponsor guidance — use those rather than assuming a rule.
What can sponsors do through the SMS?
Certificates of Sponsorship
Assign applicable CoS, manage CoS activity, use sponsor notes/corrections where permitted.
Assigning a CoS →CoS allocations
View allocation, request increases where permitted, manage annual allocation matters.
CoS overview →Licence changes
Certain licence requests (route additions, branch-related requests, other sponsor-management changes), subject to the applicable rules.
Application process →Can a sponsor assign a CoS through the SMS?
Yes. Certificates of Sponsorship are electronic records created and assigned through the SMS. Only authorised Level 1 or Level 2 Users can assign CoS where their permissions and the sponsor's current licence status allow it.
→ CoS overview · Defined vs Undefined · assigning a CoS.
Can a sponsor manage CoS allocations through the SMS?
Yes. The guidance provides for SMS requests relating to Undefined CoS allocations — including increases to allocation where the sponsor expects the existing allocation to be insufficient, and manual follow-on allocation requests where automatic renewal doesn't apply. The annual allocation rules, automatic-renewal criteria and allocation-assessment factors are on the CoS overview page.
Are Defined CoS requested through the SMS?
Yes. Where a Skilled Worker requires a Defined CoS, the sponsor applies for it through the SMS — Defined CoS are requested individually rather than being taken from an annual Undefined CoS allocation. The current click-by-click request process is governed by the SMS Manual.
Are sponsor reports made through the SMS?
Many specified worker and organisation changes are reported through the SMS. Depending on the change, a Level 1 User or other authorised user may make the update, supporting evidence may be required, and UKVI may need to consider or approve the requested change.
Submitting an SMS report and obtaining Home Office approval are not always the same thing. Some changes are notifications; others can require further UKVI consideration. Reporting duties →
Can Key Personnel be changed in the SMS?
The framework allows changes involving the Authorising Officer, Key Contact, Level 1 Users and Level 2 Users to be managed through the applicable sponsor process. Some changes are subject to eligibility requirements, Home Office consideration, or restrictions resulting from licence rating or compliance action.
→ Key Personnel · reporting · ratings.
How does B-rating affect SMS use?
A B-rated sponsor faces restrictions on sponsorship activity. During the action-plan period, the sponsor can't sponsor new workers, add branches or add a new sponsorship route, and certain automatic facilities relating to Authorising Officer, Key Contact and Level 1 User changes are also restricted.
The action-plan fee, period and response procedure are on the ratings page.
What happens to SMS access if the Sponsor Licence is suspended?
Suspension affects the sponsor's ability to carry out normal sponsorship activity — a sponsor whose licence is suspended cannot assign new Certificates of Sponsorship.
A suspended Sponsor Licence cannot be used as normal simply because the SMS account still exists. The sponsor must follow the restrictions in the suspension decision and sponsor guidance. Suspension →
What happens to the SMS if the licence is revoked?
Once a Sponsor Licence is revoked, the organisation no longer has authority to sponsor workers under that licence. Any continued SMS access or system status is subject to the Home Office's revocation process and technical system handling.
→ revocation.
Can a representative use the SMS?
The guidance allows representatives to have specified SMS roles after the licence has been granted, subject to the conditions governing authorised representatives, Level 1/Level 2 access and sponsor responsibility. At the initial application stage, representatives cannot be appointed as Level 1 or Level 2 Users; after grant, permitted representative access is governed by the guidance.
ENS can advise and assist with Sponsor Licence and SMS matters where permitted, but the licensed sponsor remains responsible for its licence and authorised-user activity. We don't simply hold a client's SMS password. Key Personnel →
What if an SMS user leaves the business?
Sponsors must maintain appropriate Key Personnel and SMS access throughout the life of the licence. If an SMS user leaves, changes role or no longer needs access, the sponsor should use the applicable process to update its sponsorship arrangements and ensure required user roles remain filled.
Remove obsolete sponsorship access promptly, while maintaining required Level 1 continuity. Key Personnel · reporting.
What if the primary Level 1 User becomes unavailable?
The sponsor must maintain an eligible Level 1 User throughout the life of the licence, so avoid operational arrangements in which no eligible person can administer sponsorship when the primary SMS user is absent or leaves. Where appropriate under the guidance, employers should consider whether more than one appropriate Level 1 User is needed for operational resilience.
Operational suggestion, not a Home Office requirement to appoint multiple Level 1 Users. Key Personnel →
What if the organisation changes address, ownership or structure?
Some changes can be managed through ordinary SMS reporting. Others — especially ownership changes, mergers, takeovers, de-mergers and transfers of sponsored workers — can affect the Sponsor Licence itself.
Not every business change is just an SMS update. Structural changes can require separate Sponsor Licence action or a new application. Changes, mergers & takeovers →
Does using the SMS create an audit trail?
SMS activity forms part of the sponsor's Home Office sponsorship record. The sponsor should therefore maintain its own supporting evidence for why a change was made; what underlying event occurred; what information was submitted; any supporting documents; and any UKVI response. Keeping an internal record of material SMS submissions, confirmations and related evidence can help demonstrate what was reported and when — a good-practice suggestion, not a standalone Appendix D requirement unless the specific record is required by the source.
The SMS entry is only one part of the compliance record. Keep the evidence explaining the underlying event or sponsorship decision. Record keeping →
What are the SMS Manuals?
The sponsor guidance regularly refers licensed sponsors to separate Sponsorship Management System manuals for technical instructions on using specific SMS functions — covering the operational process for assigning CoS, requesting allocations, reporting changes, managing users and other licence-management actions. The sponsor-guidance PDFs define the sponsor's substantive duties; the SMS manuals are a separate operational source.
Use the current Home Office SMS Manual for click-by-click steps. Menu paths and button labels change as UKVI updates the system — don't rely on old screenshots or third-party reconstructions. GOV.UK sponsorship guidance →
SMS governance checklist
Users
Current Level 1 User in place? Level 2 Users still required? Former staff access removed? Representative access still appropriate?
Details
Organisation details, Key Personnel and branches/sites current? Licence rating/status known?
Certificates
Correct CoS type used? Available allocation checked? Assignments quality-controlled where proportionate?
Changes
Worker and organisation changes identified? Underlying event dates recorded?
Records
Supporting records retained? Material SMS confirmations recorded? Related HO correspondence filed?
Governance
AO aware of sponsorship activity? Clear internal owner for each SMS function? Someone can manage sponsorship when key staff are absent?
This checklist helps organise SMS governance. It does not confirm Sponsor Licence compliance.
SMS Action Guide
Tell the guide what you need to do and it points you to the type of SMS action and the owner page to check first. It doesn't perform the SMS function, tell you the action is approved, or confirm a worker/role qualifies.
This guide routes you to the SMS action type and owner page. It does not perform the SMS function, confirm eligibility, or tell you a Home Office decision.
SMS Permissions Matrix — coming soon. A granular Level 1 vs Level 2 permissions matrix needs current SMS Manual sourcing and can change as UKVI updates system functionality — so we won't build it from memory.
Common SMS governance problems
SMS-specific issues that commonly cause difficulty:
- a former employee still has SMS access;
- the organisation relies on one unavailable Level 1 User;
- the sponsor shares account credentials informally;
- an SMS report is made without checking whether the underlying role change is permitted;
- the wrong CoS type is selected;
- the sponsor assumes an SMS submission automatically approves a structural change;
- supporting evidence for the SMS action isn't retained;
- representative access exists but internal sponsor oversight is weak.
How ENS can assist with SMS and Sponsor Licence management
We advise and assist sponsors with understanding which sponsor-management action is required; reviewing SMS governance and user arrangements; advising on Level 1 and Level 2 User issues; reviewing CoS activity before assignment; advising on sponsor reporting before an SMS submission; reviewing allocation requests; advising on Key Personnel changes; identifying when a business change goes beyond ordinary SMS reporting; helping prepare supporting information for Home Office consideration; and reviewing historic SMS activity where compliance concerns arise. ENS can advise and assist with permitted Sponsor Licence management functions while the sponsor retains responsibility for the licence and authorised-user activity — we don't take over a client's SMS password and "manage everything".
Sponsor Licence and SMS management support
The scope depends on whether the employer needs help with a specific SMS action, CoS activity, user governance, reporting or wider Sponsor Licence management. We agree the scope and a fixed fee in writing before any work begins.
Discuss an SMS or Sponsor Licence issue
Frequently asked questions
What is the Sponsorship Management System? +
The SMS is the Home Office online system used by licensed sponsors to manage sponsorship activity after a Sponsor Licence is granted, including CoS activity, sponsor reports, licence information and user-management functions.
Who can access the SMS? +
Access is held by authorised Level 1 and Level 2 Users subject to the Sponsor Licence rules applicable to those roles. Level 1 Users have broader administrative functionality than Level 2 Users.
Who can assign a Certificate of Sponsorship through the SMS? +
An authorised Level 1 or Level 2 User can assign a CoS where their permissions and the sponsor's current licence status allow it.
Is the sponsor responsible for what an SMS user does? +
Yes. The sponsor guidance makes the licensed organisation responsible for actions carried out through its licence by authorised SMS users.
Can a representative have SMS access? +
The sponsor guidance permits representatives to hold specified SMS roles after licence grant where the relevant conditions are met. Representative access does not transfer responsibility for the Sponsor Licence away from the sponsor.
Are all organisational changes simply reported through the SMS? +
No. While many changes use the SMS, structural matters such as ownership changes, mergers or takeovers can affect the Sponsor Licence itself and may require additional action or a new Sponsor Licence application.
Related guidance
Also: sponsor duties · ratings · suspension · Sponsor Licence hub.
Disclaimer. This page provides a governance and functional overview of the Sponsorship Management System. The current click-by-click interface, menu paths, button labels and detailed user-permission matrix come from the current Home Office SMS Manuals, which are a separate source. Sources: Home Office sponsor guidance — Part 1, Part 2 & Part 3, and the current SMS Manuals — confirm on GOV.UK.
Source basis: the UK Immigration Rules and the Home Office sponsor guidance for Workers and Temporary Workers (sponsor a worker, and sponsor duties and compliance) published on GOV.UK. Rules and guidance change; confirm the current version on GOV.UK before relying on it.
Control the SMS as part of Sponsor Licence compliance
The SMS is where sponsorship happens day to day, but each action rests on an underlying legal requirement. Keep access limited to properly appointed users, maintain Level 1 continuity, check the underlying rule before you act, and retain the evidence behind every submission.