UK Sponsor Management System (SMS): Full 2025 User Guide for Employers

The Sponsor Management System (SMS) is an essential online platform for UK employers who hold a sponsor licence UK. It enables businesses to manage their sponsor duties and compliance, including issuing certificate of sponsorship UK (COS), conducting right to work checks, and reporting changes to the Home Office. This comprehensive guide will walk you through everything you need to know about the SMS, from accessing the system to avoiding common pitfalls like a sponsor licence suspended or revoked sponsor licence list inclusion.

 

What is the Sponsor Management System (SMS)?

The Sponsor Management System (SMS) is a secure online portal provided by the UK Home Office. It is designed to help employers manage their sponsorship responsibilities, including:

• Issuing certificate of sponsorship UK (COS) for skilled worker visa applicants.
   
• Conducting right to work checks using the share code check system.
   
• Reporting changes in employee circumstances, such as visa expirations or role changes.
   
• Monitoring the status of sponsored workers, including those on a dependent visa UK or dependant visa UK.

The SMS is a critical tool for businesses that employ overseas nationals and must comply with UK immigration laws.

Who Can Use the Sponsor Management System?

The SMS is exclusively available to employers who hold a valid sponsor visa UK. This includes businesses sponsoring via these visa routes:

• Skilled Worker
• Global Business Mobility – Senior or Specialist Worker
• Scale-up
• Seasonal Worker
• T2 Minister of Religion
• International Sportsperson
• Charity Worker
• Creative Worker
• Global Business Mobility (GBM) routes
• Government Authorised Exchange
• International Agreement
• Religious Worker

To access the SMS, your business must have an active sponsor licence and comply with all sponsor duties and compliance requirements.

How to Access the Sponsor Management System

1. Receiving Your Login Details

• Once your sponsor visa UK is approved, the Home Office will send login details for the SMS to your Authorising Officer.

2. Setting Up Your Account

• Log in to the SMS using the provided credentials.
   
• Assign roles to key personnel, including:
   
  • Authorising Officer: Responsible for overall compliance and managing the SMS.
     
  • Key Contact: Acts as the main point of contact with the Home Office.
     
  • Level 1 User: Handles day-to-day tasks, such as issuing certificate of sponsorship UK and conducting right to work checks.
     

3. Navigating the SMS Dashboard

The SMS dashboard provides access to key functions, including:

• Certificate of Sponsorship (COS): Issue and manage COS codes for skilled worker visa applicants.
   
• Reporting Duties: Report changes in employee circumstances, such as visa expirations or role changes.
   
• Right to Work Checks: Use the share code check system to verify the immigration status of overseas nationals.

Key Functions of the Sponsor Management System

a. Issuing a Certificate of Sponsorship (COS)

A certificate of sponsorship UK (COS) is required for all skilled worker visa applicants. To issue a COS:

• Log in to the SMS and select “Request a COS.”
   
• Provide details about the job role, salary, and worker’s qualifications.
   
• Ensure the role meets the skilled worker salary threshold and is listed on the appendix skilled occupations.
   
• Pay the immigration skills charge if applicable.
   

Once issued, the worker will receive a unique COS code to include in their visa application.

b. Reporting Duties

Employers must use the SMS to report changes in employee circumstances, such as:

• Changes in job role or salary.
   
• Visa expirations or early departures.
   
• Updates to the immigration salary list UK or shortage occupation list UK.
   

Failure to report changes can result in a sponsor licence suspended or revoked sponsor licence list inclusion. Read more about your responsibilities as a sponsor in our blog. 

c. Conducting Right to Work Checks

The SMS allows employers to verify the immigration status of overseas nationals using the share code check system. This enables you to view a job applicant’s right to work details online.

For UK/Irish citizens, you can conduct manual right to work checks using documents like passports or birth certificates.

How to Manage and Replace Key Personnel

The SMS allows employers to assign and manage roles for key personnel, ensuring efficient management of sponsor duties and compliance. Here’s how to do it:

a. Assigning Roles

Log in to the SMS and navigate to the “User Management” section.

Assign roles to team members, including:
 

• Authorising Officer: Responsible for overall compliance and managing the SMS.
   
• Key Contact: Acts as the main point of contact with the Home Office.
   
• Level 1 User: Handles day-to-day tasks, such as issuing certificate of sponsorship UK and conducting right to work checks.

b. Replacing Key Personnel

• If a key personnel member leaves your business, you must update their details in the SMS immediately.
   
• Log in to the SMS and navigate to the “User Management” section.
   
• Remove the outgoing user and assign their role to a new team member.
   

c. Best Practices for User Management

• Ensure all users are trained on sponsor duties and compliance.
   
• Regularly review user access to ensure only authorised personnel have access to the SMS.

How to Manage Your Sponsor Licence Details

The SMS allows employers to update and manage their sponsor licence details. Here’s how to do it:

a. Updating Business Details

• Log in to the SMS and navigate to the “Sponsor Licence Details” section.
   
• Update your business details, including:
  • Company name and address.
  • Contact information for the Authorising Officer and Key Contact.
     
• Changes to your sponsor duties and compliance processes.
   

b. Monitoring Sponsor Licence Usage

• The SMS provides tools to monitor your sponsor licence usage, including:
   
  • The number of certificate of sponsorship UK (COS) issued and remaining.
  • The status of sponsored workers, including those on a skilled worker visa or dependent visa UK.
  • Any upcoming deadlines for right to work checks or visa renewals.

c. Handling Licence Suspension or Revocation

If your sponsor licence is at risk of being suspended or revoked, the SMS will provide alerts and guidance on how to address the issue.

How to Create and Assign a Certificate of Sponsorship (COS)

The SMS allows employers to create and assign certificate of sponsorship UK (COS) for skilled worker visa applicants. Here’s how to do it:

a. Requesting a COS

• Log in to the SMS and select “Request a COS.”
   
• Provide details about the job role, salary, and worker’s qualifications.
   
• Ensure the role meets the skilled worker salary threshold and is listed on the appendix skilled occupations.
   
• Pay the immigration skills charge if applicable.

b. Assigning a COS

Once approved, assign the COS code to the worker. They will need this code to complete their visa application.

c. Tracking COS Usage

The SMS allows you to track the status of all issued COS, including those for new entrant skilled worker roles.

How to Report Activities Relating to Your Sponsored Workers

The SMS requires employers to report specific activities relating to their sponsored workers. Here’s what you need to report and how to do it:

a. Changes in Employee Circumstances

Report changes such as:

• Changes in job role or salary.
   
• Visa expirations or early departures.
   
• Updates to the immigration salary list UK or shortage occupation list UK.

b. Reporting Absences

If a sponsored worker is absent from work for more than 10 consecutive working days, you must report this to the Home Office.

c. Reporting Visa Expirations

If a sponsored worker’s visa is about to expire, you must report this and confirm whether you will be sponsoring them for a renewal.
 

More details about sponsor reporting duties can be found in our blog. 

Terminating a Sponsored Worker’s Employment

If you need to terminate a sponsored worker’s employment, you must follow specific steps to ensure compliance with sponsor duties. Here’s what to do:

a. Reporting the Termination

Log in to the SMS and navigate to the “Report Changes” section.

Report the termination of the worker’s employment, including the reason for termination and the date it takes effect.

b. Handling the Worker’s Visa

If the worker’s visa is still valid, they may have a limited time to find a new sponsor or leave the UK.

Ensure you provide the worker with the necessary documentation to support their next steps.

c. Updating Your Records

Update your records in the SMS to reflect the termination and ensure your sponsor licence remains compliant.

Need Help with the SMS?

Maintaining compliance with UK sponsorship duties is a critical yet complex task for businesses employing international talent. The consequences of failing to meet these responsibilities can be severe, from penalties to the loss of your sponsor licence.
 

With Nation.better’s sponsorship compliance services, our team of immigration specialists ensures you meet all your obligations seamlessly. From SMS management and record-keeping to audits, we handle the details, so you can focus on growing your business.

If you need support with compliance, fill in this form, and our team will provide a tailored solution on how we can help safeguard your sponsorship status.