Gateway Lead Advisor Instructions

  1. Receive Roster Gateway Access Link: On Feb 15th, 2017, you will receive an email from with a link providing access to the Philmont Roster Gateway.
  2. Create password: The first time you click the link to enter the Gateway, you'll be asked to create a password. You will use this password to access the Philmont Roster Gateway until the day your crew arrives.
  3. Enter information about yourself: This information is required for all backcountry participants.
  4. Sister Crews (12-day expeditions only): Establishing a Sister Crew Arrangement anytime after March 9th, 2016 What is a Sister Crew?.
    • Click the purple 'Itinerary Selection' button near the top of your Crew Roster page.
    • Click the 'Choose a Sister Crew' button.
    • Select your desired Sister Crew from the drop-down list of available crews.
    • NOTE: The Lead Advisor of your desired sister crew will be prompted to accept this sister crew arrangement the next time they access their crew roster page.
      • Working with the Lead Advisor of your desired Sister Crew, finish confirming your Sister Crew arrangement before April 1st, 2017 will prevent delays and increase your opportunity to receive one of your top itinerary priorities
    • Any Sister Crew arrangement may be canceled when either crew clicks the 'Cancel' link in the blue Sister Crew bar that appears at the top of their roster.
  5. Itinerary preferences: You must access the Roster Gateway and submit all of your own personal information before you will be able to submit your crew's itinerary preferences. On April 19th at 9AM MDT, upon logging into the Roster Gateway, you will be prompted to prioritize a minimum of 6 itinerary preferences. Once you've submitted your priorities the Gateway will instantly confirm your itinerary assignment. (A Logistics specialist will manually assign cavalcade itineraries 3-weeks before the crew arrives.) Note: If none of your crew's preferred itineraries are available, the Gateway will ask for a minimum of 3 additional itinerary preferences).
  6. Arrival/Departure information: You'll be asked to verify and update your arrival and departure travel information. If you don't know these details, skip this step for now.
  7. Participant information: Click on the 'Modify' button in the row that corresponds to the crew you wish to begin adding participants to.
    • You're in the roster: As the Lead Advisor, you'll see your information has already populated the first row of the roster.
    • Roster Information: Collect a completed copy of the Roster Information Worksheet from each participant.
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    • Add adults: Click on the green 'Add Adults' button in the top section of the blue roster. Complete all required fields and click 'Save'.
    • Add youth: Click the green 'Add Youth' button in the bottom section of the blue roster. Complete all required fields and click 'Save'.
  8. Get Started Early: The Roster Gateway is a planning tool.
    • See which CPR & Wilderness First Aid requirements have been met
    • Understand if any youth/adult requirements have not been met.
    • Quickly remove, restore, or add participant information as roster changes occur.
    • Easily print your crew's Philmont Roster.


About Philmont Scout Ranch

Philmont Scout Ranch, the Boy Scouts of America's premier High Adventure™ base, challenges Scouts and Venturers with more than 214 square miles of rugged northern New Mexico wilderness. Backpacking treks, horseback cavalcades, and training and service programs offer young people many ways to experience this legendary country.