Everything SMS System does — for UK sponsor licence holders
From compliance tracking to HR management, employee self-service and workforce task management — one platform, every sponsor duty.
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Explore by sector
Seven screens. The whole sponsor-compliance story.
Step through the product the way your compliance lead actually would — from first dashboard glance through to the audit pack you hand the visiting officer.
Your whole sponsor licence on one screen
Every workforce stat, every open action, every UKVI deadline — surfaced in priority order the moment you log in.
- 01Sponsored workers, RTW expiries and audit-ready counts at a glance
- 02Action queue ordered by urgency, not by date created
- 03One-click compliance check against the live rule set
Section 1 of 8
Compliance engine
Every UKVI deadline, eligibility check and reportable change, tracked against current Home Office guidance. This is what keeps your licence rating clean.
- Salary threshold and SOC eligibility checks
- AI-powered CoS extraction
- Escalating visa / CoS / BRP / passport expiry alerts (90 / 60 / 30 / 7 days)
- 10-working-day UKVI reporting clock
- Payslip salary drift detection
- Bulk CoS upload
- Audit pack generation — Appendix D mapped, per-worker, one click
- Right-to-work evidence management with dated history
Why this matters
Avoid revocation
Changes & Circumstances — the 10-working-day clock
Every reportable change starts a countdown. When a sponsored worker's salary, job title, work location or hours change — or when they're absent without authorisation — UK sponsors have 10 working days to report the change to UKVI via the Sponsorship Management System.
Missing this deadline is one of the most common grounds for sponsor licence revocation.
SMS System tracks every reportable change automatically
- Log a change → 10-working-day deadline calculated instantly (working days only, excluding UK public holidays)
- Immediate email to Owner and HR Manager with the exact deadline date
- Reminder emails at 5 working days, 2 working days, and deadline day
- Overdue alert if the deadline passes without a confirmed report
- "Mark as reported to UKVI" confirmation — creates a dated audit record that the duty was discharged
- Worker self-reported changes: if a worker updates their address or contact details via the /me portal, HR is notified immediately for review
Why this matters
Pass inspection
Audit packs — inspector-ready in one click
When a Home Office compliance visit arrives — announced or unannounced — you don't have time to search through folders and spreadsheets.
SMS System generates a complete audit pack per worker, on demand, in under 60 seconds.
What's inside every audit pack
- Certificate of Sponsorship records with AI-extracted fields
- Salary compliance history — every pay period checked against the going rate for the worker's SOC code
- Right to work evidence — method, date checked, document type
- Contact details history (Appendix D requirement)
- Reportable changes log — with dates actioned and UKVI report confirmation
- Absence records — both 10-working-day and 4-week extended absence events
- HR documents — passport, BRP, DBS, contracts, all approval-dated
- New starter form — digital onboarding record with timestamps
- Payslip history — gross/net per period with salary drift status
Pro tier additionally includes
Pro- Workforce task evidence — every task assigned, completed, by whom, with notes and uploaded evidence
- Project completion records — manager, team, completion rate, all within deadline
- Time tracking records — hours logged per task per worker
- Task comment audit trail — append-only, tamper-evident
Section 2 of 8
Sector-specific compliance rules (built in)
Sponsor duties don't stop at Home Office guidance — regulators and sector rules layer on top. SMS System encodes the ones that trip up most licence holders.
- Care / Health & Social Care: CQC registration gate (SW 6.1B), Oliver McGowan Regulation 18, Regulation 19 recruitment file, Care Certificate 16 standards
- Construction: CSCS card dual-expiry (card + HS&E test), location change tracking
- Hospitality: food hygiene and allergen training by role
- IT & Technology: remote working location-change compliance, bonus/commission rolling-window salary rule
Section 3 of 8
HR portal
A full HR record for every worker — timesheets, leave, payslips, probation, policies and a live organisation chart. Everything HR needs, inside the same system that keeps you sponsor-compliant.
- Weekly timesheet submission and approval with manager workflow
- Full leave management: annual leave, maternity, paternity, shared parental, adoption, parental bereavement
- MATB1 certificate upload with 13-week SMP deadline tracking
- Payslip upload, auto-extraction of pay period and salary figures, salary drift status badges
- Probation tracking: start/end dates, two-tier notice periods (during and after probation), 14-day review reminder
- Company document library with 6 included policy templates (RTW Policy, Leave Policy, Absence Policy, Disciplinary Policy, Employee Privacy Notice, Employee Handbook)
- Organisation chart: live hierarchy from Owner/Director to every sponsored worker, compliance status dot per worker, printable PDF for Home Office inspectors
Section 4 of 8
Employee self-service portal
Every sponsored worker gets their own secure login — on any device, including mobile. Reduces chasing, keeps records current, and creates a documented trail of every interaction.
- Every sponsored worker gets a secure login — accessible on any device including mobile
- GPS-verified clock in/out with timestamped attendance records
- Leave request submission and approval status tracking
- Payslip access and download
- Personal document tray — view and upload their own documents
- Digital new starter form: 9 sections including personal details, address history, bank details, HMRC Starter Checklist, pension enrolment, emergency contact
- Task completion — workers see and complete tasks assigned to them by their manager
Why this matters
Prove work location
GPS-verified attendance — evidence, not just records
The employee self-service portal includes a clock in/out system that produces compliance-grade attendance evidence, not just a timesheet.
Every clock event records
- Timestamp — exact time, date and timezone
- GPS location — verified at the point of clocking, not self-reported after the fact
- Device — browser and device type logged
- Worker identity — tied to their authenticated session
Why this matters for compliance
- A Home Office inspector may ask to see evidence that a sponsored worker was actually working at the location named on their Certificate of Sponsorship. GPS-verified clock records provide exactly this — dated, timestamped, location-confirmed, and exportable as part of the audit pack.
- For care homes and construction sites specifically — where workers move between locations — every clock event also prompts a location confirmation, creating an automatic record of work location history that feeds directly into the reportable change detection engine.
Section 5 of 8
Workforce task management
Pro-tier project, task and time-tracking built for sponsored workforces. Every action captured as evidence — proving each sponsored worker is genuinely performing the role they were sponsored for.
- Projects with named manager, team members, start and due dates
- Tasks and sub-tasks assignable to any team member
- Task dependencies — task B cannot start until task A is complete
- Recurring tasks: daily, weekly or monthly — each instance tracked and evidenced
- Gantt / Timeline view grouped by assignee
- Threaded task comments — append-only, part of the audit trail
- Manual time tracking with per-worker breakdown
- Task templates and project templates — reuse standard compliance workflows
- Full audit pack integration: every task completion dated, named and evidenced
Section 6 of 8
Email notifications (40+ templates)
SMS System sends the right email to the right person at the right time — over 40 branded templates covering workers, managers, owners, compliance deadlines and billing.
- Worker notifications: payslip uploaded, leave approved/declined, timesheet approved/rejected, document approved/rejected, task assigned, task completed
- Manager/Owner notifications: leave requests, timesheet submissions, compliance alerts, task overdue, project completed
- Compliance alerts: immediate email on 10-working-day UKVI deadline, 5-day and 2-day reminders, overdue alerts
- Billing notifications: payment confirmed, payment due, suspension warnings, plan changes
- All emails branded with the employer's HR manager contact — not SMS System support
Section 7 of 8
Security
Sponsor licence portals are a phishing target. SMS System ships an active defence layer — the Security Guard browser extension — plus login anomaly detection.
- SMS System Security Guard browser extension (Chrome, Edge, Firefox, Safari)
- Detects and blocks phishing sites impersonating the Home Office SMS portal
- Unusual login location detection with immediate email alert
- Pro tier only — linked from Settings → Security with extension token generation
Section 8 of 8
Platform and billing (for Owner)
Owner-level controls for finance, disputes, partners and platform administration — all inside the same account, no separate billing portal.
- Full billing admin console: invoice management, resend, download, void, mark paid manually
- Dispute management with resolution tracking
- Reseller / partner programme: commission tracking, monthly statements, attributed tenant management
- Platform admin: tenant overview, verification, suspension, offboarding
- In-portal support incidents — workers and managers raise, track and resolve issues inside SMS System (no email chains)
Why this matters
No lost messages
In-portal support — not email chains
When something needs attention — a document query, a compliance question, a billing issue — workers and managers raise it directly inside SMS System.
- Workers raise support incidents from their /me portal
- HR managers see all open incidents in the HR portal
- Every incident is timestamped, categorised, and tracked to resolution
- No email chains, no lost messages, no "did you get my email?"
- Full incident history per worker — useful during compliance visits to show active HR management
Starter vs Pro — full plan comparison
Everything above, mapped to plan. Click a category to collapse it. See the pricing page for prices and FAQs.
| Feature | Starter Start free | Pro Upgrade to Pro |
|---|---|---|
| Visa / CoS / BRP / passport expiry alerts (90/60/30/7 days) | ✓ | ✓ |
| AI CoS extraction | ✓ | ✓ |
| Salary + SOC eligibility checks | ✓ | ✓ |
| 10-working-day UKVI reporting clock | ✓ | ✓ |
| Payslip salary drift detection | ✓ | ✓ |
| Bulk CoS upload | ✓ | ✓ |
| Audit pack generation (Appendix D mapped) | ✓ | ✓ |
| Right-to-work evidence with dated history | ✓ | ✓ |
| Changes & Circumstances tracking (5-day / 2-day / deadline / overdue alerts) | ✓ | ✓ |
| "Mark as reported to UKVI" audit record | ✓ | ✓ |
| Sector rules: Care, Construction, Hospitality, IT & Tech | ✓ | ✓ |
| Weekly timesheets with manager approval | ✓ | ✓ |
| Full leave management + MATB1/SMP tracking | ✓ | ✓ |
| Payslip upload + auto-extraction | ✓ | ✓ |
| Probation tracking with two-tier notice | ✓ | ✓ |
| 6 policy templates included | ✓ | ✓ |
| Organisation chart with compliance status | ✓ | ✓ |
| Mobile-friendly worker portal | ✓ | ✓ |
| GPS-verified clock in/out | ✓ | ✓ |
| Leave requests and payslip access | ✓ | ✓ |
| 9-section digital new starter form | ✓ | ✓ |
| Worker task completion | — | ✓ |
| Projects, tasks, sub-tasks, dependencies | — | ✓ |
| Recurring tasks | — | ✓ |
| Gantt / timeline view | — | ✓ |
| Threaded task comments (append-only) | — | ✓ |
| Manual time tracking per worker | — | ✓ |
| Task + project templates | — | ✓ |
| Workforce evidence in audit pack | — | ✓ |
| 40+ email templates (worker, manager, owner) | ✓ | ✓ |
| Task-related notifications | — | ✓ |
| Standard account security (MFA, session controls) | ✓ | ✓ |
| SMS System Security Guard browser extension | — | ✓ |
| Unusual login location alerts | — | ✓ |
| Owner billing console (invoices, disputes) | ✓ | ✓ |
| Reseller / partner programme | ✓ | ✓ |
| Platform admin (tenant overview, offboarding) | ✓ | ✓ |
| In-portal support incidents (raise, track, resolve) | ✓ | ✓ |
Start free — first employee free, no card required
Get sponsor licence compliance under control today. Upgrade to Pro when you need workforce task management, the Security Guard extension, and full audit-trail evidence baked into every task.
Questions? support@smssystem.co.uk · 07466 400071
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