The Sponsor Management System is the Home Office’s online platform for organisations holding a worker sponsor licence. It is used to administer the licence, assign Certificates of Sponsorship, manage authorised users and report changes affecting sponsored workers or the sponsoring organisation.
Accurate and timely use of the SMS is an important part of sponsor licence compliance. Information entered into the system can form part of the Home Office’s assessment of whether an organisation is meeting its sponsorship duties.
James Immigration Solutions Ltd provides Sponsor Management System (SMS) support to help employers understand their responsibilities, maintain appropriate controls and complete relevant sponsor-management actions correctly.
The Sponsor Management System is the online account through which licensed sponsors manage many aspects of their sponsorship activities.
Depending on the organisation’s licence, routes and user permissions, the SMS may be used to:
The Home Office publishes a series of official SMS user manuals explaining the available functions.
The SMS should not be treated as a simple administrative portal. Actions taken—or not taken—can affect sponsored workers, future Certificate of Sponsorship requests and the organisation’s sponsor licence.
An organisation must hold a valid sponsor licence, and each person accessing the system must be registered as an authorised SMS user.
Passwords must not be shared. Every authorised user should access the system through their own account and only exercise the permissions attached to their role.
| Role | Principal responsibility |
| Authorising Officer | A senior and competent person responsible for the organisation’s sponsor licence and the conduct of staff or representatives who use the SMS. |
| Key Contact | The principal point of contact between the sponsoring organisation and the Home Office. |
| Level 1 User | Carries out most day-to-day sponsor management activities through the SMS. |
| Level 2 User | Has more restricted access and can perform only certain permitted activities. |
The Authorising Officer and Key Contact do not automatically receive access to the SMS. They must also be appointed as a Level 1 or Level 2 user if they need to use the system.
Under the current Home Office guidance on sponsorship management roles, a sponsor must normally maintain at least one eligible Level 1 user who is an employee, director or partner of the organisation and meets the applicable requirements.
An eligible UK-based legal representative may, in permitted circumstances, be appointed to an appropriate role. However, the sponsoring organisation remains responsible for its licence, its users and all actions completed through its SMS account.
Level 1 users normally manage the organisation’s day-to-day SMS activity. Their responsibilities may include:
A Level 1 user should understand not only how to operate the system but also when a report is legally required and whether the proposed action is compatible with the Immigration Rules and sponsor guidance.
Entering information into the wrong SMS function, selecting an incorrect report type or providing an incomplete explanation can create avoidable compliance problems.
Licensed sponsors must report specified events within the timescales set by the Home Office. The applicable deadline depends on whether the change concerns a sponsored worker or the sponsoring organisation.
| Type of change | Usual reporting deadline |
| Reportable sponsored-worker event | Within 10 working days, unless the guidance specifies another period |
| Reportable organisational change | Within 20 working days, unless the guidance specifies another period |
| Supporting documents requested following certain SMS submissions | Within the deadline stated by the Home Office, which may be five working days |
These are general timeframes. Sponsors should check the current Home Office guidance on sponsor duties and compliance before making a report.
A sponsor may need to report events involving a sponsored worker, including where the worker:
These reports are normally made through the “Report migrant activity” function.
A hybrid-working arrangement does not necessarily need to be reported merely because the worker divides their time between home and an office. However, sponsors may need to report a change to the worker’s main office, regular work location, contractual home-working arrangement or client site.
Material changes to a worker’s occupation, duties or salary may require more than an SMS report. In some circumstances, the worker may need a new Certificate of Sponsorship and a fresh immigration application before the change can take effect.
Employers should obtain advice before implementing a significant change to sponsored employment.
The SMS is also used to notify the Home Office about reportable changes to the sponsoring organisation.
Depending on the circumstances, this may include changes to:
Some reports can be completed entirely online. Others generate a submission sheet and require a signed declaration or supporting documents to be provided separately.
Corporate transactions require particular care. A merger, acquisition, restructuring or TUPE transfer can sometimes mean that a sponsor licence cannot simply be transferred to the new entity. A new sponsor licence application may be required within a limited period.
Employers considering a corporate change should review the sponsorship implications before completing the transaction.
Only an appropriately authorised Level 1 or Level 2 user may assign a Certificate of Sponsorship.
Before assigning a CoS, the sponsor should verify:
A Certificate of Sponsorship is a formal electronic record, not a general employment certificate. Incorrect information may delay or undermine a worker’s immigration application and can expose the sponsor to compliance action.
Read more about our Certificate of Sponsorship support and occupation and salary review service.
The Home Office expects sponsors to maintain appropriate control over their SMS account.
Good internal controls should include:
Sharing a password with a colleague, recruitment agent or adviser is not an acceptable substitute for formally appointing an authorised user.
The sponsor remains responsible for activities completed by its employees and any appointed representatives.
A sponsor must maintain appropriate access to its SMS account. Relying on a single Level 1 user creates a risk if that individual resigns, becomes unavailable or changes role.
Where possible, the organisation should appoint another eligible Level 1 user before removing the departing user.
If the organisation has already lost SMS access, it should follow the current Home Office process for changing sponsor details without access. The matter should be addressed promptly rather than waiting until a Certificate of Sponsorship or report is urgently required.
JISL can help an organisation review the available procedure and prepare the necessary information. We do not request or use another person’s SMS password.
Frequent SMS compliance problems include:
A regular review of the SMS account can identify outdated details before they become a compliance issue.
Our Sponsor Management System support can be tailored to the organisation’s size, sponsor licence routes and internal HR structure.
Support may include:
We can review the information visible in the SMS against the organisation’s current structure, addresses, key personnel and sponsorship activities.
We can help assess whether the organisation has appropriate Level 1 user coverage, whether former users need to be removed and whether contact information should be updated.
We can review proposed CoS information before assignment, including the route, occupation code, salary, hours, work location and employment dates.
We can assist with preparing requests for additional Undefined Certificates of Sponsorship or Defined Certificates of Sponsorship, including the supporting business explanation.
We can help determine whether an event is reportable, identify the relevant deadline and prepare clear wording for the SMS report.
We can support reports relating to addresses, contacts, branches, PAYE references, key personnel, ownership or other organisational changes.
We can help create internal procedures covering:
We can review SMS records alongside HR documents and sponsorship records to identify inconsistencies before a Home Office compliance review.
Related services include:
No. The Authorising Officer is responsible for the sponsor licence but does not automatically receive SMS access. They must also be appointed as a Level 1 or Level 2 user if they need to access the system.
No. A Level 2 user has restricted permissions and cannot complete all licence-management functions. Sponsors should check the current SMS guidance before allocating responsibilities.
An eligible UK-based legal representative may be appointed in certain circumstances and must be formally added in accordance with the sponsor guidance. The organisation must still maintain the required eligible internal Level 1 user and remains responsible for its licence.
No. Login details and passwords must not be shared. Each person who requires access should be formally appointed and use their own account.
No. The report must be accurate, complete, submitted within the applicable deadline and supported by appropriate records. Submission alone does not prevent the Home Office from examining the underlying circumstances.
Check the current sponsor guidance and obtain advice before the deadline expires. It is particularly important to seek advice where the change affects the worker’s duties, occupation code, salary, work location or sponsoring employer.
Failure to manage the SMS correctly may contribute to Home Office action such as:
The Home Office may consider the organisation’s reporting history, SMS records, HR systems and the actions of its authorised users when assessing compliance.
If your organisation needs assistance with an SMS report, Certificate of Sponsorship action, user-access issue or review of its sponsor-management procedures, contact James Immigration Solutions Ltd.
James Immigration Solutions Ltd
Website: www.jisl.co.uk
Email: admin@jisl.co.uk
Company number: 15056317
IAA organisation reference: F202538614
IAA regulation level: Level 1
This page provides general information and does not constitute advice on any individual matter. Immigration and sponsor-licence requirements depend on the particular circumstances and the rules in force at the relevant time.
The Home Office retains responsibility for sponsor-licence and immigration decisions. No outcome can be guaranteed.
Last reviewed: 3 August 2026
JISL
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