The Sponsor Management System (SMS) is a key part of the UK Home Office’s sponsorship process. Employers with a sponsor licence must use the system correctly to manage their sponsored workers and meet compliance duties.
Our SMS Level 1 & 2 User Training ensures that your staff understand how to use the system properly, reducing the risk of non-compliance, penalties, or loss of sponsorship approval.
Managing a sponsor licence means correctly using the Sponsor Management System (SMS). The UK Home Office expects all sponsors to follow the rules and use the system properly to manage their sponsored workers.
This training is designed to help employers, HR teams, and compliance officers understand their responsibilities, confidently use the SMS, and avoid compliance failures.
The Sponsor Management System (SMS) is an online platform developed and maintained by the UK Home Office. This digital portal is the central management tool for organisations with a sponsor licence under the UK’s points-based immigration system. Through SMS, businesses can manage all aspects of their sponsorship duties. It is used by companies that hold a sponsor licence to:
Assign Certificates of Sponsorship (CoS) to skilled workers.
The system allows companies to assign Certificates of Sponsorship (CoS) to skilled workers from abroad. These certificates are electronic documents that confirm that a genuine job offer exists and that the role meets the required skill and salary thresholds for sponsorship.
Report changes to a sponsored worker’s job, salary, or immigration status
Businesses must use the SMS to report any changes to a sponsored worker’s circumstances, including changes to job title, work location, salary adjustments, or updates to immigration status. This reporting requirement is a key compliance obligation.
Keep up-to-date records of all sponsored employees
The SMS serves as the official record-keeping system for all sponsored employees. Businesses must maintain accurate and current information about each worker they sponsor, including contact details and right-to-work documentation.
Notify the Home Office of business changes.
Companies must also use the SMS to notify the Home Office of any significant business changes, such as company name changes, mergers, acquisitions, or changes to key personnel.
Only authorised Level 1 and Level 2 users can access and update the SMS
Access to this system is restricted to authorised users within the organisation. Only officially designated Level 1 and Level 2 users who have undergone background checks can log in and change the company’s sponsorship records.
SMS training is crucial because system errors can have severe consequences for both employers and their sponsored workers. Misuse, intentional or accidental, can result in substantial financial penalties imposed by the Home Office, often reaching thousands of pounds.
Misusing the SMS can lead to serious consequences, including:
Training helps organisations implement robust record-keeping practices. The Home Office requires sponsors to maintain specific documents for each sponsored worker, and these records must be readily available during compliance visits.
By investing in comprehensive SMS training, businesses significantly reduce the risk of inadvertent compliance failures that could threaten their sponsor status and ability to access international talent pools.
Proper training ensures that businesses:
SMS training is essential for employers and HR professionals responsible for managing sponsored workers. These individuals need a thorough understanding of the system to perform their duties effectively.
Existing Level 1 and Level 2 users using the system should periodically refresh their knowledge. Immigration rules change regularly, and staying updated is crucial for maintaining compliance.
Organisations applying for a sponsor licence should ensure relevant staff receive training before the licence is granted. This proactive approach helps prevent compliance issues from the outset.
Compliance officers, whose role includes ensuring adherence to Home Office regulations, need comprehensive SMS training to audit internal processes effectively and identify potential issues before they become problems.
The training programme is designed to be accessible to all relevant staff, regardless of their previous experience with immigration matters. The curriculum covers all essential topics, from basic navigation to complex compliance requirements.
Level 1 Users – Manage the SMS daily, assigning CoS and updating records
Level 1 Users are an organisation’s primary SMS administrators. They have full access to all functions within the system and are responsible for its day-to-day management. Their duties include assigning Certificates of Sponsorship to new hires, updating worker records when circumstances change, and overseeing compliance with reporting obligations.
Level 2 Users – Have limited access and can only perform specific tasks.
Level 2 Users have more restricted access to the SMS. They can perform specific tasks as determined by the Level 1 user. However, they typically cannot change the organisation’s sponsorship licence details significantly or add new users to the system.
UK immigration rules require that every sponsor designate at least one Level 1 user who takes primary responsibility for the system. This person is often the Authorising Officer or another senior staff member directly responsible for immigration compliance.
Level 1 users also have the authority to add additional users to the system, including both Level 1 and Level 2 users, allowing for appropriate delegation of sponsorship management tasks according to the organisation’s needs and structure.
The SMS provides a streamlined application process for organisations seeking a sponsor licence. The initial application and supporting documentation are submitted through this platform, allowing the Home Office to process them efficiently.
The SMS allows businesses to:
A frequent compliance error is failing to update employee details promptly when changes occur. The Home Office requires that most changes be reported within 10 working days. Our training emphasises the importance of timely updates and provides practical workflows to ensure this happens consistently.
Many businesses face compliance issues because they:
Our training ensures you understand how to avoid these mistakes.
A Certificate of Sponsorship is a virtual document that a licensed sponsor issues to a worker they wish to hire from overseas. It contains information about the job role, including the occupation code, salary, and work location. Our training explains the different types of CoS (defined and undefined) and when each should be used.
A Certificate of Sponsorship (CoS) is required for all sponsored workers. The training covers:
Effective CoS management involves tracking allocation usage and planning for future needs. Our training helps organisations develop systems for monitoring their CoS usage and forecasting future requirements to avoid disrupting recruitment plans.
The SMS requires sponsors to report various employee changes. These include updates to job titles or duties, salary adjustments (mainly if they fall below the minimum threshold for the role), and changes to work location. Our training provides step-by-step guidance on how to record these changes correctly.
Sponsors must report changes, including:
Failure to report required changes within the specified timeframes (typically 10 working days) can lead to compliance action by the Home Office. Our training emphasises the importance of timely reporting and provides practical tools for tracking reporting deadlines.
The Home Office conducts unannounced compliance visits to ensure sponsors adhere to their sponsorship duties. Our training prepares organisations for these visits by explaining what records must be maintained for each sponsored worker, including evidence of right-to-work checks, qualifications verification, and attendance monitoring.
The Home Office may visit to check if your business follows sponsorship rules. Our training includes:
The training also covers preparing staff for Home Office visits, including who should be available during inspections, how to respond to inspectors’ questions and the process for promptly and efficiently producing requested documentation.
If compliance issues are identified, the Home Office may suspend the organisation’s sponsor licence pending further investigation. During a suspension period, sponsors cannot assign new Certificates of Sponsorship, though existing sponsored workers can generally continue their employment.
If a sponsor fails to meet compliance requirements, they may face:
Our training helps businesses understand these risks and implement robust compliance measures to avoid such severe consequences. We provide practical guidance on developing systems that ensure continuous compliance with all sponsorship duties.
Online Training – Remote sessions with expert guidance.
Our online training option offers remote sessions conducted via video conferencing platforms. These sessions provide expert guidance from immigration specialists and allow staff to participate from any location, making it convenient for organisations with multiple sites or remote workers.
On-Site Training – Face-to-face training at your workplace.
For organisations preferring in-person instruction, we offer on-site training at your workplace. This format facilitates direct interaction with our trainers and can be tailored to address specific compliance challenges within your physical working environment.
One-to-One or Group Sessions – Tailored to your business needs.
We recognise that different organisations have varying training needs. Therefore, we offer one-to-one sessions for key personnel and group sessions for larger teams. All training is customised to address the specific sponsorship activities and compliance requirements relevant to your business sector and organisational structure.
Our flexible delivery options ensure that all staff with sponsorship responsibilities can access appropriate training, regardless of their location or role within the organisation. This comprehensive approach helps embed compliance culture throughout the business.
Don’t risk your organisation’s ability to hire international talent. Book your SMS Level 1 & 2 User Training today and ensure your team is fully compliant with Home Office requirements.
Contact our immigration specialists today to arrange bespoke training for your team. Whether you need online or on-site sessions, we’ll tailor our approach to meet your organisation’s specific needs.
1. Who should attend this training?
Employers, HR staff, compliance officers, and any Level 1 or Level 2 users responsible for managing the Sponsor Management System.
2. Do I need training if I already use the SMS?
Yes. Even experienced users benefit from a refresher, especially with frequent UKVI rule changes.
3. How long does the training take?
The duration depends on the training type, but most sessions last 2 to 4 hours
4. Can the training be customised for our business?
Yes! We tailor sessions based on your business size, sector, and sponsorship needs.
5. What happens if my SMS user leaves the company?
Your business must appoint a new Level 1 user immediately. Our training helps you manage this transition smoothly.
6. Does this training cover all SMS functions?
Yes. We cover CoS management, reporting duties, compliance checks, and more.
7. Can we train multiple team members at once?
Absolutely! We offer group training to ensure your entire team understands SMS’s responsibilities.
8. Will I receive training materials?
Yes, all attendees get detailed guides and reference documents for future use.
9. How often should our business provide SMS training?
At least once a year or whenever Home Office rules change.
10. How do we book the training?
Contact us using the details below to arrange your session.
Disclaimer
The material contained on this website contains general information only and does not constitute legal or other professional advice and should not be relied upon as such. While every care has been taken in the preparation of the information on this site, readers are advised to seek specific advice in relation to any decision or course of action.
You’re welcome to call us on +44 020 7903 6888 or email us at contact@davenportsolicitors.com. We aim to reply within 24 hours.
