The Sponsor Management System (SMS) and the Level 1 User’s Role

The Sponsor Management System (SMS) is the UK Home Office’s online portal for licensed sponsors. It’s the central hub for managing immigration-related activities for sponsored workers. The person looking at keeping the system going is the Level 1 user.

Level 1 User in the Sponsor Management System, a crucial administrative role. This person is responsible for the day-to-day management of the sponsor licence, acting as the primary point of contact for operational tasks and holding a significant degree of authority over the system.

This is relevant as non-compliance of administrative duties could result in the sponsor licence being revoked.

A Level 1 User in the SMS has extensive responsibilities and is key to a compliant sponsor licence. Their primary duties include:

The ability to access and manage all aspects of the sponsor licence, including business details, contact information, and sponsor licence renewal.

This user can create, assign, and manage Certificates of Sponsorship (CoS) for skilled workers and other sponsored migrants. They also handle the annual CoS allocation requests

They are responsible for reporting specific changes to the Home Office, such as a sponsored worker leaving the company or a change in their job details.

The Level 1 User in the UK SMS operates within a defined hierarchy established by the Home Office. While the Level 1 User handles the daily operations, they are governed by more senior roles:

The AO is the most senior person responsible for the sponsor licence and is accountable for overall immigration compliance.

They must be a resident in the United Kingdom

The Home Office assesses the individual’s history to ensure they are fit for the role

The person must not have any criminal convictions or immigration breaches that would compromise their position

Granting only the necessary permissions to each user to perform their job, limiting the risk of errors or misuse

Separating critical functions among different users to prevent a single person from having too much control.

Having clear procedures to grant, modify, or revoke SMS access promptly when staff join, change roles, or leave the organisation. (Power Platform – Joiner, Mover, Leaver (JML) Application)

While it’s possible to have only one Level 1 User in the UK SMS, this presents a significant risk. If that individual is unavailable (e.g., on leave or has left the company), critical licence management tasks cannot be performed, which could lead to non-compliance. The optimal number of users balances this risk with security concerns, with many organisations choosing to appoint a small number of trusted individuals to ensure operational continuity.

The Level 1 User in the UK SMS can delegate certain tasks to a Level 2 User. A Level 2 User has limited functions, such as creating a specific type of Certificate of Sponsorship, and is restricted in their authority. Organisations can also appoint a legal representative to assist with licence management, but the ultimate responsibility and oversight remain with the appointed Level 1 User.

The Level 1 User in the UK SMS plays a critical role in preventing licence downgrades, suspension, or revocation. Common pitfalls and errors, such as failing to report changes or providing incorrect information, can lead to serious penalties. The diligence and knowledge of this user are crucial for protecting the organisation’s ability to sponsor migrant workers.

To ensure a new Level 1 User in the UK SMS can effectively perform their duties from day one, it’s beneficial to provide them with a quick-start pack. This should include:

Clear, step-by-step guides for key tasks like assigning CoS or updating migrant details

A checklist to ensure all mandatory reporting activities are completed on time.

A structured plan to introduce them to all core responsibilities and the importance of compliance.

The Level 1 User in the UK SMS is a pivotal role in maintaining immigration compliance and the operational integrity of a sponsor licence. By understanding their core responsibilities, adhering to strict eligibility criteria, and implementing best-practice security protocols, organisations can significantly mitigate risks and protect their long-term ability to sponsor migrant workers in the UK.