How to Use the Sponsor Management System (SMS)
The Sponsorship Management System (SMS) is an online platform developed by the Home Office to help licensed sponsors manage their immigration compliance responsibilities. Every business or education provider with a sponsor licence must use SMS to perform key tasks such as assigning Certificates of Sponsorship (CoS), reporting changes, and maintaining accurate sponsor details.
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If you are a UK employer or education sponsor, understanding how to use SMS correctly is critical to maintaining your sponsor licence and avoiding compliance action.
Struggling to manage your SMS or keep your sponsor licence compliant? Our immigration solicitors can help your organisation navigate the system efficiently and avoid costly compliance failures. Contact us today for tailored sponsor management guidance.
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Key Takeaways
- The Sponsor Management System (SMS) is essential for maintaining compliance as a licensed sponsor.
- Access is limited to registered users, primarily Level 1 and Level 2 users.
- Regularly review your licence details and read all Home Office communications.
- Only one SMS window should be open at a time to prevent system errors.
- Sponsors must promptly deactivate users who leave and update any changes via SMS.
What Is the Sponsor Management System (SMS)?
The SMS is the central tool that allows sponsor licence holders to manage their day-to-day sponsorship duties online. It enables organisations to:
- Manage key personnel and licence details
- Create, assign, and view Certificates of Sponsorship (CoS) or Confirmations of Acceptance for Studies (CAS)
- Apply for and assign defined CoS
- Report migrant or student activity and changes in circumstances
- Apply for Premium Customer Service or Student Sponsor status
- Renew allocations and track action plans
The SMS is used by all types of sponsors, including Worker, Temporary Worker, and Student Route licence holders.
Logging In to the SMS
To access SMS, your organisation must hold a valid sponsor licence, and you must be registered as a Level 1 or Level 2 user.
- The system can be accessed via the official Home Office SMS portal (bookmark this link once provided).
- A sponsor’s Authorising Officer receives the initial login ID by post, while the Level 1 user receives the password by email.
- Login details are confidential and must never be shared.
- SMS will automatically log users out after 20 minutes of inactivity for security reasons.
If an incorrect password or ID is entered three times, the account will be locked for 20 minutes before access can be retried.
Navigating the SMS Dashboard
Once logged in, users will see the Sponsorship Management System home screen, which includes menu links to:
- Licence Summary, Applications and Services
- Workers (for Skilled and Temporary Worker routes)
- Students (for education providers)
- Change Password, Contact, and Log Out options
Fields marked with a red asterisk (*) are mandatory. Unavailable or “greyed out” buttons usually indicate that a required field hasn’t been completed or that the user’s licence status limits access.
You can also read: Who Can Be the Authorising Officer & Key Personnel?
Understanding Licence Access and User Levels
Access to SMS depends on the status of your licence and the user’s access level.
Licence Status
- Fully Active: Access to all SMS functions.
- Suspended or Dormant: Limited access, users cannot create or assign CoS/CAS or request allocations.
- B-Rated: Worker sponsors cannot apply for or assign defined CoS.
User Levels
- Level 1 Users have full administrative control, including managing users and reporting changes.
- Level 2 Users have limited access; they can assign CoS or CAS they have created, but cannot access the licence summary or message board.
Ensure your SMS and key personnel processes align with Home Office standards. Speak directly with one of our experienced immigration lawyers.
Managing SMS Users
The SMS allows sponsors to manage internal access by adding or removing Level 1 and Level 2 users.
- Add or request new users:
- Go to Licence summary > Manage Level 1 and 2 users.
- Click Request Level 1 user or Create Level 2 user.
- Enter user details (individual email, not shared).
- Deactivate or amend users:
- Select the user ID to modify details or deactivate.
- Once a user is deactivated, the account cannot be reinstated; a new request must be submitted.
- Monitor user activity:
- Level 1 users can review and track requests under “Status” fields — such as Active, Requested, Refused, or Deactivated.
Managing Licence Details
Regularly check the Licence Summary section to confirm your organisation’s details are up to date. If any information is inaccurate, such as address, registration details, or Authorising Officer, you must submit a request to update it through the SMS menu.
Sponsors must also ensure their email filters allow messages from [email protected], as missing critical updates can lead to licence expiry or loss of allocation.
Get to know: Do You Need a Lawyer for a Sponsor Licence Application?
Viewing the SMS Message Board
The SMS Message Board displays important announcements from the Home Office.
Only Level 1 users can access it, and messages must be read before performing SMS functions.
Steps to view messages:
- Go to Licence summary > Applications and services.
- Select the SMS message board.
- You can view active messages or archived messages from the past 12 months.
Ignoring Home Office updates may lead to missed compliance alerts, deadlines, or changes in sponsorship policy.
Troubleshooting and Technical Tips
If the SMS is unresponsive or displays errors:
- Log out, close the browser, and log back in.
- Check that your browser is updated (use a stable release of Chrome, Edge, or Firefox).
- If a button is greyed out, review whether all mandatory fields are completed.
- For login issues, wait 30 minutes before retrying after multiple failed attempts.
- Ensure emails from @homeoffice.gov.uk are not redirected to spam.
Need Expert Help Managing Your Sponsor Licence?
The Sponsor Management System can be complex; one small mistake could put your sponsor licence at risk. Our experts at Gulbenkian Andonian Solicitors have extensive experience advising employers, education providers, and HR teams on compliance, reporting, and SMS management.
Whether you need help assigning Certificates of Sponsorship, updating key personnel, or resolving Home Office issues, our team can guide you through every step with precision and care. Contact us today to ensure your sponsor licence remains secure, compliant, and stress-free.
Get Expert Advice from our Legal Team
Call us on 020 7269 9590 or Fill in our form
FAQs
You can access the SMS through the official Home Office portal. Only organisations with a valid sponsor licence and registered users (Level 1 or Level 2) can log in. The Authorising Officer receives the login ID by post, and the Level 1 user receives the password by email.
Select “Forgotten your password?” on the login screen. Enter your user ID and the email address associated with your account. A temporary password will be emailed to you, which you’ll need to change after logging in.
Access may be limited if your licence is suspended, dormant, or B-rated. Suspended or dormant licences restrict your ability to assign Certificates of Sponsorship (CoS) or make certain applications until the issue is resolved.
Deactivate their access immediately in the Manage Level 1 and 2 users section. Once a user is deactivated, their account cannot be reinstated, and a new request must be submitted to add another user.
This usually happens when required fields are not filled in, your licence status limits access, or a feature is time-sensitive (for example, the “Next” button for licence renewal is only active 90 days before expiry).
For security, SMS automatically logs users out after 20 minutes of inactivity. Always save your progress before leaving the system or opening another tab.
