Sponsor records are too risky to manage informally.
Visa & RTW dates are easy to miss
A missed expiry carries real consequences — and a spreadsheet won't raise its hand.
Evidence is scattered
Passports, RTW checks and CoS details sit across inboxes and folders, never together.
Worker records are hard to assemble
Pulling everything for one worker — quickly — is painful when nothing is linked.
Costs are hard to understand
Fees, solicitor costs and renewals across the workforce are difficult to see in one view.
Lawyers need clean packs
Counsel often needs documents assembled in one tidy pack — not forwarded piecemeal.
Everything organised around the sponsored worker record.
Worker profiles
Visa & RTW deadlines
Certificate of Sponsorship
Evidence checklists
Reporting logs
Document uploads
Worker & company packs
Cost dashboard
Set up sponsor compliance records without a support call.
Give your team a clear path from sign-up to a usable workspace. Soteriaa helps organise company details, sponsor licence information, key personnel, sponsored workers, evidence, reminders and internal reviews.
Create your account
Start with a work email and choose who will own the sponsor compliance workspace.
What you’ll need
- Work email
- Company name
- Primary compliance owner
Where this helps: This gives the workspace a clear owner from day one, so reminders and setup tasks do not sit with an undefined user.
Add company details
Record the organisation details used to structure your sponsor compliance workspace.
What you’ll need
- Legal company name
- Trading name if different
- Main business address
- Primary contact details
Where this helps: This keeps records connected to the correct organisation, location and internal contact.
Add sponsor licence details
Add the licence information your team wants to track internally.
What you’ll need
- Sponsor licence number if already licensed
- Licence status
- Licence rating if known
- Relevant review or renewal dates
Where this helps: This gives your team visibility over licence-level details and dates without searching across separate spreadsheets or inboxes.
Add key personnel
Record the people responsible for sponsor licence administration and internal follow-up.
What you’ll need
- Authorising Officer
- Key Contact
- Level 1 User
- Level 2 User where relevant
- Internal HR or compliance contacts
Where this helps: This makes it clearer who owns each part of the process and who should receive reminders.
Add sponsored workers
Create worker profiles so records, dates and documents are organised around each person.
What you’ll need
- Worker name
- Job title
- Work location
- Start date
- Visa or permission expiry date where known
- Manager or internal owner
Where this helps: This helps your team see which workers have complete profiles and which records need attention.
Upload worker evidence
Organise worker documents and supporting records by person, type and review date.
What you’ll need
- Identity or right-to-work evidence
- Contract or role evidence
- Contact details
- Salary or employment evidence where tracked
- Internal notes or supporting documents
Where this helps: This reduces the risk of evidence being scattered across inboxes, folders and spreadsheets.
Set alert recipients
Choose who should receive reminders for upcoming dates and unresolved internal actions.
What you’ll need
- Default alert email
- HR or compliance recipient emails
- Reminder preferences
Where this helps: This helps reduce missed follow-ups by sending reminders to the people responsible for action.
Run an internal review
Check for incomplete profiles, missing evidence, expiring dates and overdue follow-ups.
What you’ll need
- Completed worker profiles
- Uploaded evidence
- Key dates
- Alert recipients
Where this helps: This gives your team a practical way to review gaps in Soteriaa records before they become harder to manage.
Where Soteriaa helps — and where it stops
More than deadline tracking.
Forms & tracking
Generate records, track deadlines, upload evidence, and prepare packs.
Cost intelligence
Model per-worker and total sponsorship costs, including fees, solicitor costs, and workforce-level impact.
Plain-English query
Ask questions across worker records, deadlines, costs, and missing evidence.
Understand the real cost of sponsorship.
Figures are illustrative estimates to help planning — not a quote or legal/financial advice.
Ask questions across your sponsor records.
Honest about where Soteriaa stops.
Soteriaa is operational software for organising records — not a law firm or a government portal.
Soteriaa does not
- Provide immigration legal advice
- Make compliance determinations
- Submit to the Home Office Sponsor Management System
- Replace an immigration lawyer
- Guarantee compliance
Soteriaa does
- Generate forms and packs
- Track user-configured deadlines
- Store evidence
- Surface missing records
- Help teams prepare information for internal review or legal counsel
Built for SMEs without a dedicated immigration compliance team.
HR managers
Operations managers
Office managers
Managing directors
SMEs with 5-50 sponsored workers
Learn more about sponsor compliance record keeping.
Record keeping guide
What sponsor records to track, and why.
Right-to-work tracking
What to record and why follow-up dates matter.
Visa expiry tracking
Keep visa and follow-up dates visible.
Sponsored worker records
What to keep in each worker file.
Sponsored worker tracking
The feature for tracking worker records.
Visa & RTW alerts
Upcoming expiries and missing evidence.
UK sponsor compliance questions.
How Soteriaa helps sponsor licence holders track records, deadlines, and evidence, plus where it stops.
Does Soteriaa replace the Home Office SMS?
Does Soteriaa submit reports to the Home Office?
Is Soteriaa immigration legal advice?
Who should set up the sponsor compliance workspace?
Can multiple people receive reminders?
What should I prepare before signing up?
Can we start if some records are missing?
Does completing setup mean we are compliant?
To set up quickly, have a few details ready about your organisation, people and sponsored workers before you sign in.
- Company details
- Sponsor licence details
- Key personnel
- Sponsored worker list
- Worker evidence
- Important dates
- Alert recipient emails
You can start with partial information and complete missing records later.
Simple pricing for sponsor compliance records
One workspace for sponsor licence details, sponsored worker records, evidence, dates, reminders and internal reviews.
Best for teams that want to start monthly and validate the workflow before committing annually.
- Sponsor licence details
- Sponsored worker records
- Right-to-work and visa date tracking
- Evidence and document organisation
- Internal reminders
- Review and export support
Pricing excludes VAT where applicable. Annual plan is paid upfront.