Sponsor Compliance
Keep sponsored staff audit-ready with clear records and reminders
RootHR’s Sponsor Compliance feature helps UK employers keep sponsor duties, CoS records and worker compliance organised in one place.
No card required · UK-based support · ISO 27001 certified
What are Sponsor Compliance Duties?
Sponsor compliance covers the duties a UK employer takes on when granted a sponsor licence. These include reporting changes through the Sponsor Management System (SMS), keeping prescribed records for sponsored workers and ensuring sponsored employment continues to meet UKVI requirements.
The detail matters. A Certificate of Sponsorship (CoS) must reflect the role being carried out, including the job title, SOC code, salary and working arrangements. Certificates also have important assignment and use-by dates, while sponsored worker records need to remain accurate and up to date.
RootHR does not replace the Sponsor Management System. Instead, its Sponsor Compliance feature helps organise the records, reminders and checks around your sponsor licence, so your team can see what needs attention and maintain a clear compliance history.
Every Sponsor duty, One workspace
Keep sponsor licence information, CoS records, reporting duties and sponsored worker records together in one place without relying on separate spreadsheets.
Licence snapshot
View your sponsor licence status, rating, CoS allocation and key dates at a glance.
Reporting duties
Keep track of important Sponsor Management System reporting duties with automated reminders.
Sponsored worker register
Keep each sponsored worker's CoS details, visa information and supporting evidence together.
Audit & event history
See what was changed, when it was changed and who made the change, creating a clear compliance history.
An Audit-Ready Snapshot Section
Bring your sponsor licence status, sponsored worker compliance, reporting duties and documentation together into one clear compliance view.
Use the overview to quickly identify what is complete, what needs attention and where your sponsor compliance process may have gaps.
10-day changes
Track relevant employee changes and reminders for required reporting.
20-day window
Keep relevant CoS, reporting and right to work deadlines visible.
Renewal tracking
Keep upcoming visa, licence and other important renewal dates on your radar.
The certificate and the register, side by side
Sponsor compliance information needs to be accurate at both the individual CoS level and across your sponsored workforce. RootHR keeps both views connected.
One CoS, fully described
Keep the Certificate of Sponsorship (CoS) details together, including the assigned date, use-by date, job title, SOC code, salary, working hours, sponsor licence information and assignment details.
Every sponsored worker, in one view
View your sponsored workers in one register with their compliance status, latest checks and key immigration information, making it easier to identify records that need attention.
- Capabilities in detail
CoS Management, all the way through
Track the Certificate of Sponsorship lifecycle from creation and assignment through to status updates and expiry, with relevant activity recorded along the way.
The full CoS lifecycle
Create, assign and update Certificate of Sponsorship records while keeping the related visa application and outcome connected to the worker.
Checked before you assign
Review key CoS information such as salary, job title and SOC code before assignment, helping your team identify potential mismatches.
CoS pools in one place
Keep Undefined and Defined CoS information organised separately, with visibility of allocation levels and important dates.
Nothing left unaccounted for
Identify unused or approaching-expiry CoS records and keep an audit history of important actions and changes.
How a CoS moves through RootHR
From the checks before assignment to the records maintained after the certificate is assigned, RootHR keeps the CoS lifecycle organised in one workspace.
Create and assign the certificate
Create the CoS, review key information and assign it while keeping relevant validation and activity records.
Track the application
Keep the visa application and outcome connected to the Certificate of Sponsorship and sponsored worker record.
Report inside the window
Receive reminders for relevant Sponsor Management System reporting duties and record changes such as job title, salary or location.
Keep the trail intact
Maintain an activity history showing important CoS actions, dates and responsible users, helping your team maintain clear compliance records.
Sponsor licences aren't suspended over intent they're suspended over paperwork
A missed 10-day report or an out-of-date sponsored worker record is enough to trigger a downgrade review. Sponsor Compliance is built so your team can prove every duty was met, weeks before an audit ever lands.
- Reporting duties tracked against relevant SMS deadlines
- Unused CoS records highlighted before important dates pass
- Full activity and event history for important changes
- Sponsored worker records kept together with supporting documents
Everything a compliance officer needs, on one record
A sponsor compliance review can start with an individual sponsored worker. RootHR brings their key HR, right to work and immigration records together so your team can quickly see what is held and what may be missing.
Everything a compliance officer needs, on one record
A sponsor compliance review can start with an individual sponsored worker. RootHR brings their key HR, right to work and immigration records together so your team can quickly see what is held and what may be missing.
Personal and immigration details
Keep personal information, right to work status and immigration information connected to the same employee record.
Key documents
Keep relevant documents such as passports, right to work evidence, Certificates of Sponsorship and visa or BRP records with their important dates.
Leave and absence
Keep employee leave and absence information alongside the wider employee record.
Missing-record checks
Identify missing or incomplete information so your team can review the employee record before it is needed.
The features your sponsor duties rely on
Sponsor Compliance is the central workspace. These RootHR features help keep the information behind your sponsor compliance records organised.
Sponsor Licence
Keep your licence number, type, rating, status and key information in one working record.
Compliance Radar
See sponsor compliance alongside other employee and HR compliance areas in one overview.
Right to Work Checks
Keep right to work checks and supporting evidence connected to the employee record.
eVisa Monitoring
Track visa, BRP and extension dates for sponsored workers and keep important immigration dates visible.
Document Management
Store and organise prescribed employee and immigration documents in one place.
HR Core
Keep the employee record that your sponsored worker register is built around.
Sponsor Compliance - Frequently asked questions
What is sponsor compliance?
Sponsor compliance is the process of meeting the duties associated with holding a UK sponsor licence, including reporting, record-keeping and maintaining accurate sponsored worker information.
What is Sponsor Compliance in RootHR?
Sponsor Compliance is a RootHR feature that helps employers organise sponsor licence records, CoS information, reporting reminders, sponsored worker records and compliance activity in one workspace.
Does RootHR replace the Sponsor Management System?
No. RootHR does not replace the Home Office Sponsor Management System (SMS). It helps employers organise the information, records and workflows around their sponsor licence and sponsored workers.
Can RootHR manage Certificates of Sponsorship?
RootHR can help your team organise and track CoS information, including key dates, assignment information, worker details and related compliance activity.
Can I track sponsored workers in RootHR?
Yes. The sponsored worker register helps you keep sponsored employee information, CoS details, immigration records and supporting evidence together.
Can RootHR help with UKVI reporting duties?
RootHR can help your team track relevant reporting dates and reminders and keep records of changes that may require attention. Employers remain responsible for completing required reports through the appropriate Home Office system.
Can I keep right to work records with sponsor compliance information?
Yes. Right to work information and supporting records can be connected to the employee’s wider HR and immigration record.
Does RootHR help prepare for a sponsor compliance audit?
RootHR helps organise relevant records, documents, reminders and activity history so your team can more easily review its sponsor compliance position and identify missing information.
Get your sponsor duties audit-ready
Keep your sponsor licence, CoS records, sponsored workers, right to work checks and compliance records organised in one RootHR workspace.