The sponsorship management system, usually called the SMS, is the Home Office's online system for running a sponsor licence. Once a licence is granted, almost everything a sponsor does goes through it: assigning certificates, reporting changes and managing users. This guide explains what the system is for and how access works, from Part 1 of the sponsor guidance and the Home Office's SMS user manuals. It is an overview, not a walkthrough of any form; the manuals themselves are the step-by-step reference.
What the SMS is used for
Part 1 (L10.1) says sponsors use the SMS to:
- manage the organisation's licence or services
- create and assign Certificates of Sponsorship to workers
- apply for Defined Certificates of Sponsorship for Skilled Workers
- report changes in sponsored workers' circumstances, including when sponsorship ends
SMS guide 1 adds managing key personnel and licence details, renewing allocations and asking for more certificates, and paying for and tracking action plans. GOV.UK's responsibilities page says changes of circumstances are registered through the SMS.
The SMS is also a record of the licence. It shows the SMS Users appointed, the number of certificates left to assign, when the allocation expires and, for Scale-up and UK Expansion Worker licences, when the licence expires. It has a message board where the Home Office posts updates, such as changes to the sponsor guidance (L10.3).
Who can use it
Only SMS Users can log in. Under Part 1 that means Level 1 Users and, until the role ends, Level 2 Users (L4.5). The Authorising Officer and Key Contact have no access unless they are also appointed as Level 1 Users (L4.36, L4.42).
From 9 September 2026 no new Level 2 Users can be appointed, and the role ends after 8 March 2027 (L10.2). Until then, SMS guide 1 says Level 2 Users cannot see the licence summary menu or the Defined CoS menu, and can only view and report on certificates they own.
Getting access after the grant
When a licence is granted, UKVI sets up the SMS account, posts the Level 1 User's user name to the Authorising Officer and emails the password to the Level 1 User (L10.5). SMS guide 1 says it is the Authorising Officer's job to pass the log-in details on, and that the application user ID cannot be used for the SMS. On first log-in the user must change the password.
Passwords must not be shared. Part 1 says the Home Office may revoke a licence if an SMS User gives their password, or a multi-factor authentication code, to anyone else (L10.6). SMS guide 1 warns users to be scam aware and never change a password because someone else asked.
Multi-factor authentication
Mandatory multi-factor authentication began rolling out on 3 September 2026, and the Home Office expects it to cover all sponsors by November 2026. It is switched on for any licence granted on or after 9 September 2026 (L4.67). Each log-in needs a one-time passcode sent by text message to Level 1 Users with a valid mobile number, or by email otherwise (L4.68). Correct mobile numbers, email addresses and dates of birth must be recorded for Level 1 Users (L4.84). SMS manual 13 covers the details.
How licence status affects access
SMS guide 1 sets out how a licence's status limits the system:
- Fully active: all functions for the routes the sponsor holds.
- Suspended or dormant: users can log in but cannot, among other things, request extra allocations or create, assign or view certificates, or use any Defined CoS function.
- B-rated: Worker and Temporary Worker sponsors cannot apply for or assign Defined CoS.
- Expired licence, or one ended by revocation: no log-in at all.
Using it regularly
Part 1 recommends that a Level 1 User logs in at least once a month to review licence details and read messages (L10.4). An account unused for 12 months is treated as inactive and can be deactivated, and a sponsor left with no active Level 1 User has its licence suspended (L4.72, L4.78).
SMS guide 1 also says the system logs users out after 20 minutes of inactivity, that only one tab or window should be open at a time, and that sponsors should allow emails from noreply@homeoffice.gov.uk. It warns that failing to act on emails from the SMS or other Home Office sources could lead to losing the licence or being unable to assign certificates.
The user manuals
The Home Office publishes 13 SMS manuals, grouped as common, CAS (for student sponsors) and CoS. Those most relevant to Worker and Temporary Worker sponsors are:
- Manual 1: introduction and managing user access
- Manual 2: managing the licence, key personnel and certificate allocations
- Manual 3: compliance assessments and action plans
- Manuals 8, 9 and 10: creating and assigning certificates, reporting worker activity, and other certificate functions
- Manual 12: Defined CoS, for Skilled Worker sponsors
- Manual 13: multi-factor authentication
SMS guide 1 says sponsors should read all the manuals that apply to their licence before contacting a helpdesk. The compliance checklist lists the reporting duties the SMS is used for.
Common questions
Can our solicitor use our SMS account?
A UK-based representative can be appointed as an additional Level 1 User after the licence is granted (Part 1, L4.16 and L4.18). The sponsor remains responsible for everything they do (L4.15).
How do we ask for more certificates?
Through the SMS. SMS guide 2 (guide 7) covers requesting an allocation increase, and guide 8 covers renewing the annual allocation.
What happens if we forget the user ID?
SMS guide 1 says another Level 1 User can find it in the SMS. If there is no other Level 1 User, the Authorising Officer's grant letter has it, or the Business Helpdesk can send it to the Authorising Officer.
Does the SMS show our rating?
The rating appears on the public register of licensed sponsors (Part 1, L8.26), which the sponsor licence check searches.