Guidance

SMS guide 1: introduction (accessible)

Updated 22 June 2023

Additional SMS manuals

There are 12 SMS manuals available, plus two supplementary policy guides for completing a CoS and CAS. The manuals are grouped into three categories: common, CAS and CoS. The table below describes the purpose and audience of each manual.

You should read all manuals applicable to your licence before contacting the relevant helpdesk.

Manual 1: Introduction to SMS

Type

Common

Purpose

Use this manual to log into SMS, change your password, manage SMS users and view important messages posted by the Home Office.

In addition, this manual explains who should use SMS and for what purpose. The manual features a full introduction to SMS as well as a comprehensive troubleshooting section.

Audience

All sponsors

Manual 2: Managing your licence

Type

Common

Purpose

To help sponsors manage their key personnel, change their licence details, manage PAYE references, and apply for allocations of CoS/CAS.

Audience

All sponsors

Manual 3: Applications, renewals and services

Type

Common

Purpose

To help sponsors apply for Premium customer service, apply for, renew or decline to renew Student Sponsor status, renew or decline to renew your licence renewal, and manage action plans.

Audience

All sponsors

Manual 4: Creating and assigning CAS

Type

CAS

Purpose

To help sponsors create and assign individual and batches of CAS.

Audience

Sponsors licensed in the Student Route

Manual 4a: Creating a CAS – guide for education sponsors

Type

CAS

Purpose

This manual contains supplementary information on completing a CAS. Use this guide to determine what information is necessary in each field of the CAS.

Audience

Sponsors licensed in the Student Route

Manual 5: Reporting student activity

Type

CAS

Purpose

To help sponsors report student activity, for example if a student’s circumstances change or submitting a graduate notification. This manual also contains help with reporting fee updates and adding sponsor notes to CAS that have already been assigned.

Audience

Sponsors licensed in the Student Route

Manual 6: Miscellaneous CAS functions

Type

CAS

Purpose

To help sponsors complete all other functions of CAS, such as managing batches of CAS, managing pre-stored addresses for use when creating CAS, transferring ownership of CAS, printing CAS and exporting CAS.

Audience

Sponsors licensed in the Student Route

Manual 7: Bulk Data Transfer of CAS

Type

CAS

Purpose

To help sponsors use the bulk data transfer (BDT) functions of SMS, including graduate notifications. You must have a bespoke IT system in place to use BDT.

Audience

Sponsors licensed in the Student Route

Manual 8: Creating and assigning CoS

Type

CoS

Purpose

To help sponsors create and assign individual and batches of CoS.

Audience

Sponsors licensed in any Worker or Temporary Worker route

Manual 9: Reporting worker activity

Type

CoS

Purpose

To help sponsors report worker activity, for example if a worker’s circumstances change. This manual also contains help with adding sponsor notes to CoS that have already been assigned.

Audience

Sponsors licensed in any Worker or Temporary Worker route

Manual 10: Miscellaneous CoS functions

Type

CoS

Purpose

To help sponsors complete all other functions of CoS, such as managing batches of CoS, managing pre-stored addresses for use when creating CoS, transferring ownership of CoS, and printing CoS.

Audience

Sponsors licensed in any Worker or Temporary Worker route

Manual 11: Temporary Work - Creative Worker groups of CoS

Type

CoS

Purpose

To help sponsors create and manage groups of CoS. Groups of CoS are only available to sponsors licensed in Temporary Work - Creative Worker.

Audience

Sponsors licensed in the Temporary Work - Creative Worker route

Manual 12: Defined CoS

Type

CoS

Purpose

To help sponsors apply for defined CoS, track applications for defined CoS and once granted, create defined CoS.

Audience

Sponsors licensed in Skilled Worker

Glossary

SMS

Sponsorship Management System

CoS

Certificate of Sponsorship

CAS

Confirmation of Acceptance for Studies

AO

Authorising Officer

KC

Key Contact

BDT

Bulk Data Transfer

SELT

Secure English Language Test

.XML

Extensible Mark-up Language

.PDF

Portable Document Format

Automation

On 6 April 2014 we introduced new functionality in SMS to automatically renew CoS allocations and to apply changes to your organisation address, or the address of your AO and KC. We will write to you if you meet the criteria and automation has been set.

Introduction

What is SMS?

SMS is an online tool that allows you to administer your day-to-day sponsorship duties and activities, such as assigning certificates of sponsorship (CoS) and confirmation of acceptance for studies (CAS) and reporting changes to a migrant’s circumstances. SMS should be used for:

• managing your key personnel and licence details;

• creating, assigning and viewing CAS/CoS;

• applying for and assigning defined CoS;

• reporting activities relating to your sponsored workers and/or students;

• renewing your allocations and applying for additional CoS and/or CAS;

• applying for Premium customer service (if desired);

• applying for Student Sponsor status;

• tracking Premium, HTS and licence renewal applications; and

• paying for and tracking the progress of action plans.

Why should these manuals be used?

The SMS manuals are designed to help sponsors with the technical aspects of SMS and feature a step-by-step visual guide for each function. For policy-related information you should read and refer to the Sponsorship policy guidance. For help completing a CAS or CoS and advice on what information is required in each field, you should refer to the SMS guide 4a – Creating a CAS – guide for education sponsors and SMS guide 8a – Creating a CoS – guide for business sponsors. Within these manuals, some screen examples have been shortened to fit within the guide.

Will SMS work on my computer?

SMS has been tested on a range of versions of the most popular browsers, such as Internet Explorer, Firefox and Safari as well as some mobile browser variants. SMS should work on most browsers released in the last five years. If you experience problems, you should upgrade your current browser to the latest, stable release or try a different browser. You should not view SMS with beta versions of browsers (i.e. the browser has not been released publicly and is not the latest ‘stable’ release of the browser).

Logging in and out of SMS

SMS can be accessed here. You should bookmark this link for ease of future access.

To access SMS your organisation must hold a valid licence and you must be registered on the sponsor licence as either a Level 1 or 2 user.

When a Level 1 user logs into SMS, they will see relevant messages posted by the Home Office, targeted by route. The Level 1 user must read these messages before using SMS. Messages can also be viewed at any time by selecting the SMS message board link from the Licence summary, applications and services menu.

For your security, SMS will log you out of your current session after 20 minutes of inactivity. If this occurs you can log in again, as normal. You should log out when you have completed your actions on SMS. To do this at any time, select Log out from the main menu; you should save any data before doing so.

You MUST only have one instance (tab or window) of SMS open at any one time to avoid system anomalies and error messages.

User ID and password

When a sponsor licence application is approved, the first log in ID for SMS is sent by post to the Authorising Officer. The password is sent directly to the email address of the Level 1 user nominated in the sponsor licence application. It is the responsibility of the Authorising Officer to provide the login details to the Level 1 user.

If your SMS account has been requested by an existing Level 1 user, they can obtain your user ID from the Manage Level 1 and 2 users screen (located in the Licence summary, applications and services menu item) in SMS. Once the request is approved, your password will be sent to you by email.

Your user ID and password are for your use only and must be kept secure. You must never disclose your password to another person. The details of penalties that can be imposed for disclosing your password or any other breach of your sponsor duties can be found in the Sponsorship policy guidance.

If you enter an incorrect ID or password three times your account will be temporarily locked. You should try logging in again after 20 minutes. Both the user ID and password fields are case sensitive.

Checking your licence details

You should check the Licence summary function in SMS (located in the Licence summary, applications and services menu item) regularly to ensure your licence details are accurate. If your details are incorrect you must submit a request to change them.

Access to SMS

The status of your licence can affect your access to SMS. If your licence has expired or has been revoked you will not be able to log in to SMS. The access details of each other licence status can be seen below:

• Licensed and fully active: users can access all functions of SMS, relevant to the routes in which they are licensed. For example, a sponsor licensed in the Student Route only can access all functions except those found in the Workers section.

• Suspended or Dormant: users can access SMS but cannot perform some functions, such as: requesting additional allocations; requesting renewal of a licence; applying for Premium customer service and Student Sponsor status; creating, assigning, exporting and viewing single or batches of CAS/CoS; providing bulk fee updates; or any defined CoS functions.

• B-Rated: if you are a worker or temporary worker sponsor and are currently B-rated you cannot apply for or assign Defined CoS.

• Licence Renewal: The latest date you can apply for a licence renewal is they day before your licence expiry date NOT the date your licence expires.

Different user levels (1 and 2) also have restrictions:

• Level 1 users can access all applicable functions of SMS (subject to the above licence status restrictions).

• Level 2 users have restricted access and are unable to view and use the Licence summary, applications and services menu or Defined CoS sub-menu within the Workers section. They also cannot view the message screen presented to Level 1 users upon logging in to the system. In additional, Level 2 users can only report against or view CoS and/or CAS which they own.

Navigation in SMS

Throughout SMS, fields marked with a red asterisk (*) are mandatory and must be completed to progress to the next stage.

• The menu located on the left-hand side of the screen, which is not featured on all of the screen examples, provides quick links (if applicable) to Licence summary, applications and services, Workers, Students, Change password, Contact and Log out. If a button is unavailable, shown in SMS as greyed out, either mandatory details have not been completed, your licence status does not allow you to perform the function or the button is time-sensitive and only available at specific times (for example, the Next button on the Licence renewal introduction screen is only available from 90 days before your licence is due to expire).

• If you wish to search for an individual worker or student, the passport number or CAS/CoS number are the most efficient search criteria. Wider search parameters will yield a greater range of results.

Communication

SMS will notify you by email of important events during the lifespan of your licence, such as expiry of allocations and expiry of licence. In order to receive these timely updates, please ensure your email filter settings are adjusted to allow emails from noreply@points.homeoffice.gov.uk and noreply@homeoffice.gov.uk. You should also ensure that any emails from the domain ‘@homeoffice.gov.uk’ are not re-directed to spam or junk folders, as we may contact you from other mailboxes from time to time.

Failure to act on emails sent to you by SMS or from other Home Office sources could result in the loss of your sponsor licence or your being unable to assign CoS or CAS.

Troubleshooting

Most system problems can be resolved simply by logging out of SMS, closing and restarting your browser and logging back into SMS. If this does not resolve your issue, please see below for help with other common issues.

Issue / Error message

I cannot assign a CoS/CAS

Cause

The Assign button is greyed out

Resolution

One or more fields in the CoS/CAS have been overlooked or have been incorrectly completed. The most common fields that cause issues are:

• Gender: please ensure this field is completed, as it is often missed;

• Main work/study address: this is a set of fields that require the user to select a button to access. The section heading is suffixed with the phrase ‘mandatory for assignment’;

• Gross salary: use format ‘1234’ or ‘1234.99’ (no symbols);

• For each: please ensure this dropdown menu is completed, as it is often missed;

• Tick to confirm sponsor certifies maintenance for the migrant: although this tick box is not mandatory, it is often missed which can lead to migrant applications for leave to enter or remain being refused.

Issue / Error message

I cannot assign a CoS/CAS. Error message received ‘The assignment could not be processed due to there being insufficient remaining CoS in your allocation (or similar)’.

Cause

Insufficient remaining CoS in your allocation

Resolution

Apply for additional CoS/CAS by selecting the Request CoS/CAS allocation increase menu item in Licence summary, applications and services.

Issue / Error message

I am unable to report activity against a CoS/CAS. Error message received ‘No CAS were found for the search criteria given.’

Cause

CoS/CAS is not at the ‘USED’ status

Resolution

1. You can only report against a CoS/CAS once it has been used in association with a migrant’s application for leave to enter or remain; OR

2. You are a Level 2 user and you do not own the CoS/CAS (i.e. you did not create it or have it transferred to you).

Issue / Error message

I cannot apply for Student Sponsor status

Cause

The Next button is greyed out

Resolution

You are not eligible to apply for Student Sponsor status because of one or more of the following:

• you are not within the renewal period; check Licence summary for the renewal opening date;

• you are B-rated;

• you currently hold Student Sponsor status and are not within the renewal period.

Issue / Error message

I cannot renew my sponsor licence

Cause

The Next button is greyed out

Resolution

You are not within the licence renewal period; check ‘Licence summary’ for the renewal opening date.

Issue / Error message

I cannot apply for or renew Premium customer service

Cause

The Next button is greyed out

Resolution

You are not eligible to apply for Premium customer service because your rating is not appropriate or you are already a Premium service customer.

If you are an existing Premium customer and you are unable to apply for any other reason, please contact your Licence Manager.

Issue / Error message

I am unable to find a CoS/CAS when searching

Cause

Level restrictions

Resolution

You are a Level 2 user and you cannot view or edit CoS/CAS that you have not created or had transferred to you. A Level 1 user or the original Level 2 user must find the relevant CoS/CAS.

Issue / Error message

I am unable to find a CoS/CAS when searching

Cause

Incorrect search parameters

Resolution

Ensure the search parameters are correct. If you are still unable the find the CoS/CAS, try searching using the CoS/CAS or passport number, or use the ‘Advanced’ search function.

Issue / Error message

I am unable to manage live CoS/CAS. Error message received ‘No CAS were found for the search criteria given.’

Cause

No CoS/CAS found when searching

Resolution

1. You can only manage live CoS/CAS before the CoS/CAS is used in association with a migrant application. CoS/CAS available to manage will have the status of ASSIGNED; OR

2. You are a Level 2 user and you do not own the CoS/CAS.

Issue / Error message

I am unable to log in. Error message received ‘Please make sure you enter the correct user ID and password, as your previous attempt does not match our records’.

Cause

Invalid attempts to log in

Resolution

You have previously entered incorrect details three times or more. If you are certain that you are entering the correct details, wait for 30 minutes and try again.

Issue / Error message

I cannot apply for annual allocations

Cause

No routes are displayed

Resolution

Either the renewal window is not yet open or the allocation has been automatically renewed.

To determine if an allocation has been renewed automatically, check the ‘Outstanding annual allocation requests’ grid (located at Licence summary, applications and services/Request renewal of annual CoS/CAS allocation).

To determine if the renewal window is open, check the Licence summary screen for the date on which you can apply to renew. You can apply for additional CoS/CAS by selecting Request CoS/CAS allocation increase at any time.

Issue / Error message

I wasn’t notified of expiration of CoS/CAS allocations or licence.

Cause

Automatic email was delivered to ‘spam’ folder.

Resolution

Please ensure your email filter settings are adjusted to allow emails from noreply@points.homeoffice.gov.uk

SMS manuals

Guide 1: How to log in for the first time

Follow the step by step instructions below to log into SMS for the first time. Please note, the sponsor licence application user ID cannot be used for logging on to SMS.

You should read the Sponsorship policy guidance before logging into SMS for the first time.

Step 1

From the SMS log in screen, enter the user ID assigned to you and the password either emailed to you or provided by your Authorising Officer, then select Log in.

Note

You may find it easier to copy and paste your password from the email, if applicable. When using copy and paste method this may include a space at the end of your password, failure to remove the space will invalidate your password and stop you from logging in.

Step 2

When logging in for the first time, you must change your password.

Enter the password originally emailed or provided to you in the first field, then your new password in the next two fields (ensure both passwords match), then select Submit.

Note

Your new password must conform to the following standards:

• be between 12 and 256 characters;
• include at least 1 uppercase letter from A to Z;
• include at least 1 lowercase letter from a to z;
• include at least 1 number from 0 to 9;
• include at least 1 special character from the following @#$!%^&*+=_
• not include any whitespace characters; and,
• not contain your user name or User ID.

Passwords are case-sensitive, so take care when setting your new password.

Ensure your password is as strong as possible. Try substituting numbers for letters, such as using 5 instead of S, or 1 instead of L. For example, apples could be: ApP1e5.

Step 3

After confirming your change of password, the Sponsorship management system (SMS) home screen is displayed.

Select Log out from the menu on the left side of the screen if you wish to log out of SMS.

Note

• Each menu will only be visible if applicable to your licence. Licence summary, applications and services is visible to Level 1 users of all licences (except dormant licences), but not Level 2 users.

• The Workers menu is only visible if you are licensed in Worker or Temporary Worker Routes. From the Workers menu, the Defined CoS sub-menu is only visible to Level 1 users and only if you are licensed under Skilled Worker.

• The Students menu is only visible if you are licensed in the Student Route.

Guide 2: How to reset your password

Follow the step by step instructions below to request a password reset.

If you cannot remember your user ID and are the only Level 1 user with access to SMS, you should check the letter sent to your AO when your sponsor licence was granted.

If you are unable to locate the letter, you can contact the Business helpdesk businesshelpdesk@homeoffice.gov.uk or Educators helpdesk educatorshelpdesk@homeoffice.gov.uk as applicable who will be able to provide the user ID to you. Please note, the helpdesks will only be able to disclose licence details if the original email came from an address registered with an active member of key personnel on the licence. Once they have confirmed your identity, the helpline will email the user ID to the AO to forward on to the Level 1 user.

If you have more than one Level 1 user on SMS, you should ask a different Level 1 user to obtain your user ID from the Manage Level 1 and 2 users screen (located at Licence summary, applications and services/Manage your Level 1 and 2 users).

Step 1

From the SMS log in screen, select Forgotten your password?

Step 2

From the Password reset request screen, enter your user ID and your email address (to which your password was originally sent), then select Submit.

Note

If you receive an error message ‘Please make sure you enter the correct user ID and password, as your previous attempt does not match our records’ this may be because you have previously entered incorrect details three times or more. If you are certain that you are entering the correct details, wait for 30 minutes and try again.

Step 3

The Password reset confirmation screen is displayed. A temporary password will be generated and sent to you immediately; check your email account (including junk/spam mail) for your new password and then select OK.

Note

Once you have logged in with the temporary password you will have to change your password again, as you did when you logged in for the first time.

Guide 3: How to request a new Level 1 user or create a new Level 2 user

Follow the step by step instructions to request a new Level 1 user or create a new Level 2 user.

Sponsors registered in the GBM UK Expansion Worker route do not have access to functions outlined in this guide if the licence is rated as ‘provisional’. Provisional-rated sponsors should use the function detailed in Guide 4 of SMS user manual 2 (“Managing your licence”) to notify us of changes to SMS users.

You can appoint as many Level 1 users as you think you will need, based on the structure of your business and your business needs. However, at least one of your Level 1 users must be a settled worker, unless:

a) you are a diplomatic mission or international organisation licensed under Temporary Work - International Agreement; or

b) your Authorising Officer is a person with valid leave as a:

1. Representative of an Overseas Business; or

2. Tier 1 (Graduate Entrepreneur) migrant; or

3. Tier 1 (Entrepreneur) migrant.

All user IDs can be found in the Manage Level 1 and 2 users screen.

As the AO is responsible for the actions of all SMS users, you are now able to add multiple Level 1 users for the effective maintenance of your licence. You can appoint as many Level 2 users as you need, although Level 2 users have a restricted range of permissions. A Level 2 user can: assign CoS/CAS to migrants and report migrant activity on CoS/CAS that they have personally created and assigned (for example, report that a student completes their studies early or a worker does not attend).

Automation has been applied to some sponsor licences. If you meet the conditions, the following details will automatically be updated on your licence:

• replace your Authorising Officer or Key Contact

• add new Level 1 Users

Full details about this fulfilment is available from our website.

If you have no active Level 1 users registered on your account, you must complete a Sponsor change of circumstances form, which is available from our website.

Step 1

From the Sponsorship management system (SMS) screen, select Licence summary, applications and services.

Step 2

From the Licence summary, applications and services screen, select Manage Level 1 and 2 users.

Step 3

From the Manage Level 1 and 2 users screen, select either the Request level 1 user or Create level 2 user button.

Note

The status field indicates the current status of the user. You can track the progress of your request to add a Level 1 user by checking the status on this screen:

• Requested - the request to add a Level 1 user has been submitted to us for consideration;

• Active - the user is active;

• Refused - the request to add a Level 1 user has been refused by us; or

• Deactivated by sponsor - the user has been deactivated by a Level 1 user; or

• Deactivated by UK V&I - we have deactivated the user.

Step 4

From the Request a new level 1 user or Create a new Level 2 user screen, enter the details of the new user, then select Add.

Note

1. The email address must belong to an individual, not a shared mailbox, as the new user’s password will be sent to this address and must not be shared with anyone else.

2. The Address required is the work address, not the person’s home address.

Step 5

If you are creating a Level 2 user, the new user account is created automatically.

If adding a Level 1 user, your request is submitted to us for assessment.

Select OK.

Note

You should note the new user ID and pass it to the proposed new user.

Step 6

If your request has been approved, the new user’s password will be emailed to the address provided.

You can review a request to add a Level 1 user by referring to the Manage Level 1 and 2 users screen and checking the Status field.

Note

If the status is Active the request has been granted and the password will be sent by email to the new user. If the status is Refused, we will write to the AO to advise them why the request has refused.

Guide 4: How to amend or deactivate a Level 1 or 2 user

Follow the step by step instructions to amend or deactivate Level 1 and Level 2 users.

Sponsors registered in the GBM UK Expansion Worker route do not have access to functions outlined in this guide if the licence is rated as ‘provisional’. Provisional-rated sponsors should use the function detailed in Guide 4 of SMS user manual 2 (“Managing your licence”) to notify us of changes to SMS users.

You must not use the ‘Amend’ function to request a new Level 1 user or create a new Level 2 user. If you use this function to add a new user, we will reject your request and you will have to apply again using the Request Level 1 user function. A Level 1 user can only amend their own details or those of a Level 2 user. Level 2 users cannot use these functions.

Level 1 users can deactivate all other users but not themselves. You must deactivate users when they no longer occupy a user role, for example, if they resign their position with you. If you have no active Level 1 users registered on your account, you must complete a Sponsor change of circumstances form, which is available from our website.

On 6 April 2014 we introduced new functionality in SMS to automatically apply changes to the address of your existing Level 1 users. If you meet the criteria, changes will be applied immediately and the new details will be instantly visible on SMS. We will write to you if you meet the criteria and automation has been granted.

On 19 June 2023 the National Insurance number (NINO) became mandatory for Level 1 users. From this date onwards you may be required to provide your NINO, or a reason why you are exempt from having a NINO, when amending your details in the SMS. If you enter your NINO the update will happen immediately if there are no other changes that cannot be applied automatically. If you indicate that you don’t have a NINO and provide exemption details, this will generate a request that will be subject to casework consideration prior to implementation. You may be asked to provide evidence of the reason for the NINO exemption as part of this consideration. Failure to provide a valid reason for the NINO exemption may affect the outcome of your request.

Step 1

From the Sponsorship management system (SMS) screen, select Licence summary, applications and services.

Step 2

From the Licence summary, applications and services screen, select Manage Level 1 and 2 users.

Step 3

From the Manage Level 1 and 2 users screen, select your own user ID or that of a Level 2 user.

Step 4

From the User details screen, select Amend user and see Step 5.

Alternatively, to deactivate a user, select Deactivate user and see Step 7.

Note

Deactivate user will only be available if you are not viewing your own details. Amend user will only be available if you are amending your own details or those of a Level 2 user.

Step 5

To amend:

From the Amend user profile screen, amend the details accordingly, then select Save.

Note

1. If you are amending your own (Level 1) details, your request will either be sent to us to be assessed, or granted automatically. If you are amending the details of a Level 2 user, the changes will be applied automatically.

2. The Address required is the work address, not the person’s home address.

Step 6

To amend:

The details have been saved and you will be returned to the Manage Level 1 and 2 users screen.

Note

The Level 1 user remains active whilst amendments are assessed by us, if the changes have not taken effect automatically.

Step 7

To deactivate:

From the User deactivation confirmation screen, select Deactivate user.

Step 8

To deactivate:

Deactivation of the user is confirmed. Select OK to return to the Manage Level 1 and 2 users screen.

Step 9

To deactivate:

From the Manage Level 1 and 2 users screen, you can now see that the user has been deactivated.

Once a user account has been deactivated, it cannot be reinstated. A new Level 1 user request is required.

Guide 5: How to view the SMS message board (Level 1 users only)

Follow the step by step instructions to revisit messages posted by the Home Office.

When a Level 1 user logs into SMS, they will see the SMS message board. The Level 1 user must read these messages before using SMS.

Step 1

From the Sponsorship management system (SMS) screen, select Licence summary, applications and services.

Step 2

From the Licence summary, applications and services screen, select SMS message board.

Step 3

From the SMS message board - active messages screen, you can view current messages we have posted. If you wish to view archived messages, select View archived messages. Alternatively, select OK to view the main menu.

Note

If you select Cancel you will be logged out of SMS.

Step 4

From the SMS message board - archived messages screen, you can view all expired and archived messages.

Select Back to return to the SMS message board - active messages screen.