When a UK employer holds a sponsor licence, several people may need to help manage sponsorship activities through the Sponsorship Management System (SMS).
The Home Office provides different levels of SMS access to help organisations divide responsibilities.
This guide explains the key differences between a Level 1 User vs Level 2 User, including their permissions and responsibilities.
Although both can access the SMS, they do not have the same permissions.
A Level 1 User has broader access and is responsible for the day-to-day management of the sponsor licence. A Level 2 User has more limited access and can carry out specific sponsorship tasks.
Understanding the Level 1 User vs Level 2 User difference is important because the wrong user setup can make it harder to manage your sponsor licence effectively.
What Is the Sponsorship Management System?
The Sponsorship Management System, or SMS, is the Home Office’s online system used by licensed sponsors to manage their sponsorship responsibilities.
Employers can use the SMS to:
- Manage their sponsor licence
- Assign Certificates of Sponsorship (CoS)
- Report changes relating to sponsored workers
- Report changes to the organisation
- Manage SMS users
- Access information and messages relating to sponsorship
Only people registered as Level 1 or Level 2 Users can access the SMS, although their permissions are different. An Authorising Officer or Key Contact does not automatically have SMS access unless they are also appointed as an SMS User.
What Is a Level 1 User?
A Level 1 User is responsible for the day-to-day management of a sponsor licence using the SMS.
The role has the broadest level of access available to SMS users. GOV.UK describes a Level 1 User as the person responsible for the sponsor’s day-to-day activity, including assigning and requesting Certificates of Sponsorship and reporting worker activity or organisational changes.
Level 1 Users can access all applicable SMS functions, subject to restrictions that may apply because of the sponsor’s licence status.
Typical Level 1 User responsibilities
A Level 1 User may be responsible for:
- Assigning Certificates of Sponsorship
- Requesting Certificates of Sponsorship
- Reporting changes relating to sponsored workers
- Reporting changes to the organisation
- Managing Level 1 User and Level 2 User
- Managing aspects of the sponsor licence
- Accessing the SMS message board
- Carrying out other available sponsor management functions
Because the Level 1 User has broad access, employers should choose someone who understands the organisation’s sponsorship responsibilities and can manage the SMS carefully.
What Is a Level 2 User?
A Level 2 User is an optional SMS user with more restricted permissions.
Level 2 Users can be added after the sponsor licence has been granted. They can help with sponsorship administration without having the same level of access as a Level 1 User.
According to the current SMS guidance, a Level 2 User can:
- Assign Certificates of Sponsorship
- Report migrant activity relating to CoS they have personally created and assigned
- Report relevant activity relating to CoS transferred to them by a Level 1 User
However, they cannot access certain licence management functions available to Level 1 Users.
This makes Level 2 access useful when an organisation wants to delegate some sponsorship tasks while keeping wider licence control with Level 1 Users.
Level 1 User vs Level 2 User: Key Differences
| Responsibility | Level 1 User | Level 2 User |
|---|---|---|
| Access the SMS | Yes | Yes |
| Day-to-day licence management | Yes | Restricted |
| Assign CoS | Yes | Yes |
| Request CoS | Yes | No |
| Report worker activity | Yes | Limited to relevant CoS they own |
| Report organisational changes | Yes | No |
| Manage SMS users | Yes | No |
| Access licence management functions | Yes | Restricted |
| Access Level 1/2 user management | Yes | No |
| Access Level 1 message board | Yes | No |
| Required for a sponsor licence | Yes | No |
| Can be added after licence approval | Yes | Yes |
The exact functions available can also depend on the sponsor’s licence status and immigration route, so employers should check the latest SMS guidance before assigning responsibilities.
Level 1 User vs Level 2 User: Which Access Is Right?
Choosing between a Level 1 User vs Level 2 User depends on the responsibilities the person needs to carry out in the SMS. Level 1 access is designed for broader sponsor licence management, while Level 2 access is intended for users who only need to perform specific sponsorship tasks.
Is a Level 1 User Required?
Yes.
A sponsor must have an eligible Authorising Officer and Level 1 User throughout the life of the sponsor licence. If the sponsor does not have an eligible Level 1 User, the licence can be revoked.
The Level 2 User role is optional.
This means a business can operate with Level 1 Users without appointing any Level 2 Users, depending on its needs.
How Many Level 1 Users Can You Have?
There can be more than one Level 1 User.
GOV.UK states that sponsors can appoint as many Level 1 Users as they think they need based on their business structure and needs. However, at least one Level 1 User must normally be a settled worker, subject to specific exceptions.
Having more than one suitable Level 1 User can provide continuity if one person is unavailable.
However, employers should avoid giving broad SMS access to more people than necessary.
The Authorising Officer is responsible for the actions of staff and representatives who use the SMS, so controlling access is an important part of sponsor management.
Can You Have Multiple Level 2 Users?
Yes.
There is no requirement to have a Level 2 User, but sponsors can appoint them when additional people need to carry out limited sponsorship tasks.
This can be useful for organisations with larger HR or recruitment teams.
For example, a business could have:
- One Authorising Officer
- Two Level 1 Users
- Several Level 2 Users
The exact structure should depend on the size of the organisation and how sponsorship responsibilities are divided.
Can the Authorising Officer Also Be a Level 1 User?
Yes.
The Authorising Officer and Level 1 User are separate roles, but the same person can hold more than one role if they meet the relevant requirements.
GOV.UK confirms that the Authorising Officer, Key Contact and Level 1 User roles can be filled by the same person or by different people.
However, an Authorising Officer does not automatically have access to the SMS. They need to also be registered as a Level 1 or Level 2 User if they need to log in.
Who Should Be a Level 1 User?
A Level 1 User should be someone who can be trusted with broad access to the organisation’s sponsorship information and understands the employer’s responsibilities.
Depending on the organisation, this could be:
- An HR manager
- An HR director
- A senior HR professional
- An appropriate company director
- Another eligible employee responsible for sponsorship administration
The person should understand how to manage sponsored workers and recognise when changes need to be reported to the Home Office.
The organisation should also have a process for reviewing who has SMS access.
Who Should Be a Level 2 User?
Level 2 access may be appropriate for people who need to carry out specific sponsorship tasks but do not need full access to the sponsor licence.
For example, an HR or recruitment team member who regularly works with Certificates of Sponsorship may need access to assign CoS and report relevant worker activity.
Giving that person Level 2 access rather than broader Level 1 access can help keep responsibilities more clearly divided.
What Happens If a Level 1 User Leaves?
This is something sponsors need to take seriously.
If a Level 1 User leaves the organisation, their access should be dealt with promptly.
GOV.UK guidance states that Level 1 Users can deactivate other users when they no longer occupy a user role, such as when they leave the organisation. If there are no active Level 1 Users, the sponsor must complete a sponsor change of circumstances process.
For this reason, organisations should avoid relying on only one person who understands the SMS.
Having appropriate cover and documented processes can help prevent disruption when an employee leaves or changes roles.
Why Does the Difference Matter?
The Level 1 User vs Level 2 User distinction is not simply about job titles. It determines what each person can do inside the Sponsor Management System and how much responsibility they have for managing sponsorship activities.
It is about what a person can do inside the Sponsor Management System.
A Level 1 User has much broader access and can manage important aspects of the sponsor licence. A Level 2 User has a narrower set of permissions.
Giving the right access to the right people can help an organisation:
- Maintain better control over sponsorship activity
- Reduce unnecessary access to sensitive information
- Divide responsibilities between HR team members
- Maintain continuity when staff are unavailable
- Keep sponsorship administration organised
Common Mistakes Employers Should Avoid
Giving too many people Level 1 access
Not everyone involved in recruitment needs broad sponsor licence access.
Use Level 2 access where the person’s responsibilities only require limited SMS functions.
Forgetting to remove former users
When someone leaves the organisation or no longer needs access, their SMS account should be reviewed and deactivated where appropriate.
Assuming the Authorising Officer automatically has SMS access
The Authorising Officer does not automatically receive SMS access simply because they hold the AO role.
They must also be appointed as an SMS User if they need to use the system.
Treating Level 1 and Level 2 users as interchangeable
They have different permissions.
A Level 2 User cannot simply carry out every task that a Level 1 User can perform.
Not keeping up with SMS guidance
The Home Office updates its SMS manuals and sponsor guidance.
The current SMS manual was updated on 6 March 2026, so employers should check the latest guidance when managing user access and sponsorship responsibilities.
How RootHR Can Help
Managing sponsorship responsibilities becomes more difficult when employee information is spread across different spreadsheets, emails and documents.
RootHR gives UK employers a central place to manage employee information, documents and immigration-related records.
HR teams can keep important employee and visa information organised, monitor relevant expiry dates and maintain accessible records alongside their wider HR processes.
While RootHR does not replace the Home Office’s Sponsor Management System, keeping your internal employee records organised can make it easier for HR teams to manage the information that supports their sponsorship processes.
Final Thoughts
Level 1 User and Level 2 User both play a role in managing a UK sponsor licence, but they have very different levels of access.
Level 1 Users have broad access to the Sponsor Management System and are responsible for day-to-day sponsor licence management.
Level 2 Users have restricted access and can help with specific sponsorship activities, particularly assigning Certificates of Sponsorship and reporting relevant worker activity.
For employers, the key is to give people only the level of access they need, keep user details up to date and make sure there is always an eligible Level 1 User in place.
Most importantly, employers should check the latest GOV.UK guidance because SMS functions and sponsorship requirements can change.
Quick Summary
Level 1 User: Broad SMS access and day-to-day sponsor licence management.
Level 2 User: Restricted SMS access for specific sponsorship tasks.
Authorising Officer: Ultimately responsible for the actions of SMS users and overall sponsorship activity.
Key Contact: Main point of contact with UKVI.
Understanding these roles helps employers build a clearer structure for managing their sponsor licence and sponsored workers.