SponsorGuard is built for UK sponsor licence holders, HR and People teams, and immigration advisers who need reliable compliance records, deadline tracking, and audit preparation — without overstating what software can safely do.
Workforce onboarding
Who this is for: HR managers and compliance owners who hold a UK sponsor licence.
The UKVI Sponsorship Management System has no data export and no history viewer. When UKVI audits — which can look back years — your records are scattered across spreadsheets, inboxes, and filing cabinets. SponsorGuard is your single, searchable, audit-ready system of record.
Import from a CSV or Excel export from your HR or payroll system, and upload your Certificate of Sponsorship (CoS) PDFs — SponsorGuard extracts and keeps them. SponsorGuard auto-maps common column headers (CoS reference, visa expiry, worker name, role, site).
Review the auto-mapped columns, resolve any gaps, and confirm the mapping. Your entire workforce appears as individual compliance records in the worker hub once you confirm.
Each record is immediately linked to RTW-check tracking, visa and eVisa expiry monitoring, and document-request workflows.
No personal data is committed until you confirm the column mapping — the workflow is a review step, not an automatic action.
Right-to-Work automation
Who this is for: HR teams, People teams, and compliance owners managing eVisa share-code workflows.
The eVisa share-code process requires workers to submit their share code and date of birth; the employer then records the gov.uk check result including photo-match confirmation. Managing this across dozens or hundreds of workers, with monthly re-check sweeps due at rolling intervals, is a significant operational burden.
Workers submit their eVisa share code and date of birth via the worker self-service portal; the compliance owner records the gov.uk manual check result and photo-match confirmation.
Anti-fraud DOB and passport cross-check guardrails are applied. The 90-day validity tracking period starts automatically once the check is recorded.
Monthly automated RTW re-check sweep with tiered alerts: T-90, T-60, T-30, T-14, T-7, and overdue. Every check is logged to the audit trail.
Each monitoring signal links directly to the relevant worker record so the owner who needs to act has full context immediately.
Absence monitoring
Who this is for: HR teams and compliance owners tracking the UKVI absence monitoring duty.
UKVI requires sponsors to track worker absences. Without a dedicated workflow, absences can be missed, reportable thresholds overlooked, and the audit trail incomplete.
SponsorGuard accepts absence data via CSV file upload, inbound REST API, or HRIS connector (Workday, SAP, BambooHR via Merge, Finch, or Kombo).
Absences are matched to the relevant worker record and flagged when they approach or cross the 4-week reportable duty threshold.
All absence records and owner follow-up actions are kept in the audit trail linked to the worker.
Priority views surface workers with open absence flags so the compliance owner can action them before a deadline is missed.
Audit preparation
Who this is for: Compliance owners and immigration advisers preparing for Home Office compliance visits or internal reviews.
A Home Office compliance visit can require Appendix D evidence for every sponsored worker, a self-assessment of sponsor duties, and a defensible record of RTW checks, SMS events, and document reviews. Assembling this from inboxes and spreadsheets under time pressure is a significant operational risk.
SponsorGuard maintains a running evidence record per worker — documents, review status, RTW history, absence records, and SMS event logs — linked to the audit pack preparation workflow.
One-click Appendix D evidence assembly per sponsored worker draws on the running record and structures evidence ready for adviser review.
A pre-visit self-assessment questionnaire, grounded in current Home Office guidance, helps structure the internal readiness review.
SponsorGuard assembles the evidence; your team and adviser authorise all outputs before use — nothing is submitted automatically.
CortexAI for Immigration
Who this is for: Enterprise compliance teams and immigration solicitor firms seeking grounded rule lookups.
Generic AI tools give plausible-sounding answers to immigration questions without citing the rule they draw on. Acting on uncited or hallucinated guidance creates compliance risk.
CortexAI is grounded in current UKVI rules and Home Office guidance. Every answer references the specific rule or guidance document it draws on — not a generic chatbot.
Conversation history means you can follow up, refine a question, or explore a scenario step by step within a single session.
Available to enterprise compliance teams and immigration solicitor firms. Firms can also expose the immigration-rules MCP server so their own AI client can query it directly.
AI-assisted and human-reviewed — CortexAI does not provide immigration legal advice. Authorised human review is required before any submission or action.
Solicitor multi-client
Who this is for: Immigration solicitors and IAA advisers managing a portfolio of sponsor licence holders.
Coordinating evidence requests, monitoring deadlines, and preparing audit packs across a portfolio of employer clients using email and shared drives creates version confusion, missed deadlines, and unclear responsibility chains.
SponsorGuard supports adviser workspaces that are isolated per client — evidence, compliance context, and review tasks for one client are never visible to another.
Advisers can track outstanding evidence requests, RTW gaps, SMS events, and expiry signals across all configured client workspaces from a single portfolio view.
Evidence pack preparation workflows support adviser-led reviews before client discussions or retained-matter filing.
Advisers retain full professional judgement: SponsorGuard coordinates the evidence, not the legal advice.
Worker self-service
Who this is for: HR teams and compliance owners who need workers to keep their own records current.
Keeping contact details, address changes, and supporting documents up to date for every sponsored worker is a continuous burden on HR. Chasing individuals for paperwork over email is slow and creates an incomplete audit trail.
Sponsored workers are invited to a secure self-service portal where they can update contact details, provide address changes, and submit documents for review.
Every submission goes into a review queue — nothing is auto-accepted onto the compliance record. A compliance owner or adviser reviews and confirms each update.
Workers can submit their eVisa share code via the portal; the compliance owner records the gov.uk check result against the submission.
The audit trail captures who submitted, what was submitted, and who reviewed it.
Compliance tooling, not legal advice
Every use case above involves human review, human decisions, and human accountability. SponsorGuard surfaces information, tracks deadlines, and organises evidence — it does not submit reports to the Home Office, choose visa routes, or replace immigration legal advice.