The Sponsor Management System, or SMS, is the system that allows you to manage the management of sponsorship and the sponsorship license requirements from your Home Office sponsor portal account. One important feature of SMS is that it will enable you to add users at different permission levels, and this article describes how to add a Level 1 user that has full access to SMS to fulfill all your sponsor license obligations, such as record keeping and reporting, self-auditing, etc.
Steps to Add a Level 1 User
What is a Sponsor Management System (SMS)
A sponsor management system is a web-based software that stores the profiles of sponsors and their relationships with migrant workers. The sponsor management system enables sponsors to track the work history of their sponsored migrant worker and provides an audit trail that records any changes made to the profile or employment contract. Sponsors are required to have access to this information for them to fulfill their obligations as licensed sponsors. To comply with sponsor license requirements, Level 1 SMS users have full access to the Home Office Sponsor Management System. This means that adding an SMS level 1 user will allow them full access to the sponsor management system to enable them to fulfill the sponsor license requirements for your business.
To satisfy sponsorship license requirements, a business must organize a team of key personnel who will oversee the SMS system daily. The Level 1 SMS user is of particular importance; so it is essential to understand how to introduce these key personnel.
What Does an SMS level 1 User Role Involve?
An SMS level 1 user is the first level of access to the Sponsor Management System. They are responsible for fulfilling sponsor license requirements and should use the system to do so. The SMS can:
- Issue new licenses;
- Renew existing licenses;
- Change the license status of a sponsor;
- Suspend sponsorships; and,
- Cancel sponsorships.
SMS level 1 user can also add other users to the Sponsor Management System and delegate certain tasks. An SMS level 1 user can;
- View and amend information about your license
- Apply to renew your sponsor license
- Assign a certificate of sponsorship to a new migrant worker
- Report migrant activity and change of circumstances
Who can be Added as a Level 1 User SMS?
A level 1 user of the SMS is a person who has full access to the Home Office Sponsor Management System and should use it to fulfill the sponsor license requirements for your compliance. This can be a member of staff or an outsourced service provider. You are responsible for ensuring that appropriate security measures are in place and that the level 1 user can access only those sections of the system they require to fulfill their duties.
An organization is allowed to appoint one user (a trustee, office director, or employee) who will take up the SMS level 1 user role. To assume this role, the key personnel is expected to;
- Be based in the UK and work here permanently
- Be subjected to a bankruptcy restriction order or a debt relief restriction order
- Not have any history of non-compliance with sponsor license requirements
- Not be contracted for a specific project
- Not have any criminal records, convictions, or immigration breaches
CGM is a corporate immigration application for expats, sponsoring companies and business immigration advisors. Feel free to contact us on +44 (0) 208 232 2930 or send us an email if you have any questions.
Can more than one Level 1 User be added?
UK recommends that you minimize the implementation of new users for an effective SMS. However, if you’re licensed to provide sponsorship, you can endorse more level 1 user applicants as well.
There must be at least one SMS level 1 user who is a paid employee in your organization. To nominate someone from a third-party organization, they are required to help with your HR services or be a UK-based legal representative.
Unless necessary for managing day-to-day activities, adding additional level 1 users should be avoided for two reasons: one, it can complicate the running of the system, and two, it makes for more tedious day-to-day management.
It is important to remember that your appointed level 1 user needs to fulfill the sponsor license requirements for your compliance.
Accessing the Sponsor Management System
Accessing the Sponsor Management System is the first step towards managing your sponsorship licenses. Here are the steps to access the system:
- Open a web browser and go to the Sponsor Management System login page.
- Enter your email address and password that you used when registering for the system.
- Click on the “Login” button to access the system.
If you have forgotten your password, you can click on the “Forgot Password” link and follow the prompts to reset it. Additionally, if you have not yet registered for the Sponsor Management System, you will need to complete the registration process before you can access the system.
Once you have successfully logged into the Sponsor Management System, you will be able to view and manage your sponsorship licenses, including adding and managing Level 1 Users, assigning Certificates of Sponsorship, and managing your migrant worker’s details.
What Happens when a Level 1 User Leaves the Company
In a situation where a level 1 user resigns from your company, they will need to give up their level 1 user SMS role. As a Level 1 User, you cannot delete yourself from the service, so an authorized member of the management will have to do so.
If there is no level 1 staff member in the post, a new staff member must be nominated. Then, you need to get the sponsor’s change of circumstances to form, which you can find on the Gov. UK website.
Once you have filled out your form, send it back with your level 1 user’s passcodes, and they will remove their access.
CGM is a corporate immigration application for expats, sponsoring companies and business immigration advisors. Feel free to contact us on +44 (0) 208 232 2930 or send us an email if you have any questions.
What will happen if a person in the SMS breaches the Sponsor License Requirements?
If a person in the SMS breaches the sponsor license requirements, they will be removed from the SMS and will no longer have access. They will have their sponsor license revoked, downgraded, or suspended. Unauthorized/ illegal work is strictly prohibited, and if a company is found to be assisting unauthorized workers with employment, then that company could be punished by penalties as large as £20,000 per person discovered to be working illegally.
A person in breach of their sponsor license can face criminal prosecution as well as fines and imprisonment. To avoid illegal work becoming an issue, all members of staff must be made aware of these laws and how to deal with them. The first step towards ensuring you stay on top of your SMS obligations is by creating a template for level-one users who need access to enter information about sponsors.
What is the difference between Level 1 and Level 2 users?
The main difference between Level 1 and Level 2 users lies in their access rights and responsibilities within the sponsorship management system. Level 1 users have more limited access and typically handle initial application tasks, while Level 2 users have broader access and often manage critical functions, including CoS assignment and more complex sponsorship activities.
How we can help
CGM App is an end-to-end immigration app, designed to make the immigration and global mobility process more seamless and compliant; specifically for expats, sponsoring companies, and immigration consultants globally.
Visit cgmpartners.org.uk/register for more information.
