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Logging in to the Home Office Sponsor Management System (SMS) is the first step every sponsor takes to manage certificates of sponsorship, report worker changes and keep their licence in good standing. This guide walks through the login process, explains how to handle common access problems and sets out how to manage Level 1 and Level 2 users effectively.
For related support, explore Annaizu’s sponsorship compliance software, mock audit inspection readiness and mock audit preparation.
Key Takeaways
Essential Points for Sponsors
- The SMS is the Home Office portal used by all licensed sponsors to manage certificates of sponsorship and report duties.
- Level 1 users have full system access; Level 2 users have restricted access set by the Level 1 user.
- One-time passcode (OTP) issues are among the most common login problems and can usually be resolved by checking registered contact details.
- Keeping user accounts up to date reduces compliance risk and prevents licence suspension.
What Is the Sponsor Management System?
The Sponsor Management System is the secure online portal operated by UK Visas and Immigration (UKVI) that allows licensed sponsors to carry out their day-to-day sponsorship duties. Through the SMS, sponsors can assign certificates of sponsorship (CoS), report changes in a sponsored worker's circumstances, update organisational details and respond to Home Office requests.
Access to the SMS is granted only to organisations that hold a valid sponsor licence. Individual users within those organisations are set up as either Level 1 or Level 2 users, each with different permissions.
How to Log In to the SMS
Step-by-Step Login Process
- Go to the Sponsor Management System login page on GOV.UK.
- Enter your registered username and password in the fields provided.
- Wait for the one-time passcode (OTP) to be sent to your registered email address or mobile number.
- Enter the OTP in the verification field within the time limit shown on screen.
- You will be taken to your SMS dashboard once the passcode is accepted.
What You Need Before You Log In
- Your SMS username, which is usually your registered email address.
- Your current SMS password.
- Access to the email address or mobile number registered to your SMS account to receive the OTP.
Common SMS Login Problems and How to Fix Them
OTP Not Arriving
If the one-time passcode does not arrive, first check your spam or junk folder. If the OTP is sent by text, confirm that the mobile number registered on your SMS account is correct. OTPs expire quickly, so request a new one if the time limit has passed. If the problem continues, a Level 1 user can update the contact details held on the account.
Forgotten Password
Use the password reset link on the SMS login page. The reset email will be sent to the address registered against your account. If you no longer have access to that email address, a Level 1 user within your organisation will need to update the account details or contact the UKVI business helpdesk for further assistance.
Account Locked
Accounts are locked after a set number of failed login attempts. Wait for the lockout period to expire and try again, or contact a Level 1 user at your organisation. If the Level 1 user account itself is locked, you will need to contact the UKVI sponsor helpline.
Username Not Recognised
Check that you are entering the username exactly as it was set up, including any capitalisation. If the account was set up by a previous employee, a Level 1 user will need to create a new user profile or update the existing one.
Understanding Level 1 and Level 2 Users
Level 1 Users
Level 1 users have full administrative access to the SMS. They can assign and allocate certificates of sponsorship, add or remove other users, update the organisation's details and submit reports to the Home Office. Every sponsor must have at least one Level 1 user who is an employee or office holder of the organisation. The Home Office requires this person to be based in the UK.
Level 2 Users
Level 2 users have more limited access. Their permissions are set by the Level 1 user and typically allow them to carry out specific tasks such as assigning CoS within a set allocation. Level 2 users cannot change organisational details or manage other user accounts.
Managing Users Safely
- Remove SMS access promptly when an employee leaves the organisation.
- Do not share login credentials between users - each person should have their own account.
- Review user permissions regularly to ensure they reflect current roles and responsibilities.
- Keep contact details up to date so OTPs and system notifications reach the right person.
SMS Login and Sponsor Compliance
Maintaining secure and up-to-date SMS access is not just a technical matter - it is a compliance requirement. The Home Office expects sponsors to report certain changes within set timeframes, and those reports must be submitted through the SMS. If a sponsor cannot log in, reporting deadlines can be missed, which may lead to compliance action against the licence.
Sponsors should ensure that at least two employees hold Level 1 access where possible, so that login issues affecting one user do not prevent the organisation from meeting its duties.
Contacting UKVI About SMS Access
If login problems cannot be resolved within the organisation, sponsors should contact the UKVI sponsor helpline. The business helpdesk handles queries about sponsor licences, SMS accounts and certificates of sponsorship. Contact details are available on the GOV.UK contact page for employers and sponsors.
Frequently Asked Questions
What is the SMS login URL?
The SMS is accessed through the GOV.UK website. Search for "Sponsor Management System" on GOV.UK or go directly to the sponsor login page linked from the sponsor guidance pages.
What should I do if I have not received my OTP?
Check your spam folder first, then confirm that the email address or mobile number on your SMS account is current. If the OTP has expired, request a new one. If the registered contact details are wrong, ask your Level 1 user to update them.
Can a Level 2 user reset a Level 1 user's password?
No. Level 2 users cannot manage other user accounts. Only a Level 1 user can update account details within the SMS. If all Level 1 accounts are inaccessible, you will need to contact the UKVI business helpdesk.
How many Level 1 users should a sponsor have?
The Home Office requires at least one Level 1 user, but best practice is to have at least two so that access is maintained if one user is unavailable or leaves the organisation.
What happens if I miss an SMS reporting deadline because I could not log in?
Missed reporting deadlines can result in compliance action, including a downgrade or revocation of the sponsor licence. Contact the UKVI business helpdesk as soon as possible to explain the situation and take steps to resolve the access issue immediately.
Can I use the SMS on a mobile device?
The SMS is a web-based system and can be accessed through a browser on a mobile device, but it is designed for desktop use. Some functions may be easier to complete on a desktop or laptop computer.
Conclusion
Keeping SMS access secure and up to date is one of the most practical steps a sponsor can take to stay compliant with Home Office requirements. Annaizu helps UK employers manage sponsor licence duties, right to work checks and workforce compliance in one place, reducing the risk of missed deadlines and compliance failures.
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