Keywords: MyTooth, setup, settings, forms, scheduling, activity, analytics, sync, Cloud 9 integration, booking, digital intake
Summary
This article covers the initial setup and navigation of the MyTooth Admin site. It provides an overview of each tab including Settings, Forms, Scheduling, Activity, and Analytics, with links to in-depth articles for each section.
Overview
MyTooth is a Cloud 9 add-on that integrates with Cloud 9 Software to streamline patient workflows, including forms management, scheduling, and practice settings across all locations.
The platform supports customizable forms that sync with Cloud 9 in real time, allowing patients to complete, sign, and submit intake and consent forms from any electronic device. With digital intake forms and configurable workflows, practices can use a centralized dashboard to tailor processes, ensuring the appropriate forms and steps are assigned based on location or appointment type.
This article reviews the initial setup and navigation of the MyTooth Admin site and includes links to more in-depth articles about each section.
Initial Setup
Initial setup should be completed by an office admin who has access to the MyTooth Welcome email with login credentials. The welcome email will include a username and password for your MyTooth site. These will be needed for initial setup.
Getting Started & the Settings Menu
1. Log in to your MyTooth Admin site of https://www.mytooth.io/ using the username and password provided in the welcome email.
2. Navigate to Settings > Cloud 9 Connection & Sync to view your connection details.
Your Cloud 9 API Key, Cloud 9 API Secret, and Tenant ID are automatically configured during onboarding—no manual entry is required. These fields are non-editable and located under manage credentials.
Once your Cloud 9 connection is successfully established, your MyTooth Admin site will automatically perform an initial sync to import all key data, (including providers, appointment types, locations, and organizational details), directly from Cloud 9.
Note: Cloud 9 Sync will fetch the respective locations, providers, or appointment type information that has been onboarded for the MyTooth application.
**Note: If you encounter any connection issues, contact support. The API credentials are managed automatically and should not need manual changes.
You can use the 'Test Connection' button on the bottom left of Manage Credentials to test your API settings.
There is also an option to 'Resync Npw.' NOTE: Use the Resync Now button any time you make changes in Cloud 9—such as adding providers or updating schedules—and need those changes reflected in MyTooth immediately rather than waiting for the nightly automatic sync.
Upper Right Corner Navigation
In the upper right hand corner of MyTooth, you will see a drop down that includes any and all locations for your MyTooth and a circular user icon. For the location drop down, for the duration of this guide, any changes you make to the settings will apply for the selected location. To change settings for a different location, you must click the drop down and select a new one.
Additionally, in the right hand corner is your user profile icon. Clicking this provides a menu that allows you to:
- Edit your profile: More on this in the Settings article linked below.
- Get Help: Connects you to the Planet DDS Help Portal where you can Select Cloud 9 and view our Help Center or get help with the chat bubble in the lower right for a Live Chat with a Support rep during business hours.
- Release Notes: View Release Notes for MyTooth.
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Logout: This logs you out of MyTooth.
Data Sync and Adding New Locations in MyTooth
For more information, please see THIS ARTICLE.
Settings Tab Overview
The Settings section in MyTooth is where organizations manage and customize their administrative setup after syncing with Cloud 9. This area allows practices to review synced organization and location information, configure patient matching behavior, verify communication settings, manage user access, and maintain profile details; all without overwriting or changing data stored in Cloud 9.
At a high level, the Settings section helps ensure your MyTooth environment accurately reflects your real-world practice operations while supporting scheduling, patient identification, communications, and staff access management across locations.
Sections within Settings include:
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Organization Settings: Review synced organization information and customize how your practice appears within MyTooth.
Within Organization Settings there are:- Patient Matching Settings: Define how returning patients are identified across booking, forms, and administrative workflows.
- Language Options: See the article about MyTooth Settings Section below.
- Booking and Forms toggle options: See the article about MyTooth Settings Section Below.
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Location Settings: Manage location-specific details, booking URLs, contact information, and branding for each office.
- Unique Booking URLS: The Booking URL is the link a practice shares with patients so they can book appointments online through MyTooth. Each location has a unique Booking URL. To learn more about Booking URLs, the patient experience, and how you can use it for marketing campaigns, please see THIS ARTICLE.
- Communication Settings: Verify SMS and email configurations and send test communications to confirm functionality.
- Manage Users: Add, edit, remove, and assign permissions to users based on organizational roles and location access.
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My Profile: Update your personal account details and profile information.
Most settings are editable directly within MyTooth and are designed to personalize or configure the platform experience without affecting the original Cloud 9 records. To learn more about the MyTooth Settings section, please see THIS ARTICLE.
Forms Tab Overview
The Forms section of MyTooth is where practices manage digital patient intake. It replaces paper-based workflows with a flexible digital solution that allows practices to create and distribute individual forms, bundle them into structured packets, and automate delivery based on scheduling details.
This section of the MyTooth Admin Portal supports both manual and automated patient intake, helping practices streamline documentation and reduce administrative workload.
Sections within Forms include:
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Forms: Individual digital documents used to collect patient information such as medical history, demographics, and consent forms. These can be created, customized, and sent to patients via link, QR code, SMS, or email.
To learn more about the Forms Submission URL and the patient experience, Click HERE. - Packets: Groups of multiple forms combined into a single intake workflow, commonly used for new patient onboarding or multi-step documentation processes.
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Form Triggers: Automation rules that automatically send forms or packets to patients based on appointment details such as location, provider, or appointment type.
To learn more about the MyTooth Forms section, please see THIS ARTICLE.
Scheduling Tab Overview
The Scheduling section in MyTooth is where your practice configures how appointments are offered, displayed, and booked through the patient-facing online booking experience. All scheduling data is synced from Cloud 9 to ensure consistency, while MyTooth provides additional configuration options to control how providers, appointment types, availability, and patient booking flows are presented online.
Overall, the Scheduling module in MyTooth acts as the bridge between Cloud 9’s scheduling system and the patient-facing online booking experience. It ensures that providers, appointment types, and availability stay synced with Cloud 9 while giving practices control over how scheduling is presented, what patients are allowed to book, and how the booking experience is communicated.
Sections within Scheduling include:
- Providers: Manages which providers appear in online booking, how they are displayed to patients, and which appointment types they can perform. Provider data is synced from Cloud 9, while MyTooth controls online visibility and presentation.
- Appointment Setup (Classes & Types): Defines the appointment options patients can book online. Appointment Classes are synced from Cloud 9 and are read-only, while Appointment Types determine what patients see, including availability by patient type (new, existing, or both), duration, and online booking eligibility.
- Find Slot Options: Controls how the system searches and displays available appointment times on the booking site, including same-day booking rules, booking windows, rescheduling limits, and whether patients choose providers or are auto-matched to available times.
- Online Booking Form Options: Configures what information patients must or can provide during the booking process, such as insurance details, document uploads, credit card capture (if enabled), and custom intake fields.
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Confirmation Messaging: Controls automated email and SMS messages sent after booking or rescheduling, allowing practices to customize patient communication while maintaining consistent appointment details and system-generated information.
To learn more about the MyTooth Scheduling section, please see THIS ARTICLE.
Activity Tab Overview
The Activity section in MyTooth provides a centralized view of patient, scheduling, form, and communication activity across your organization. It acts as an operational audit and tracking area where practices can monitor actions happening throughout the MyTooth platform and review historical activity tied to patients, appointments, forms, and more.
Overall, the Activity section helps practices track patient form activity, monitor scheduling and intake workflows, review communication history, and verify when medical history or patient information has been created, updated, submitted, or synced with Cloud 9.
Sections within Activity include:
- Forms Activity: Tracks the lifecycle of patient forms, including when forms are assigned, started, completed, and submitted to Cloud 9.
- Scheduling Activity: Displays appointment-related activity, including scheduled appointments, appointment status changes, providers, appointment types, and patient booking information.
- Patients Activity: Monitors patient record creation and updates made through MyTooth and synced with Cloud 9.
- Medical History Activity: Tracks medical history submissions and updates, including health history changes and updates.
- Patient Notes Activity: Displays patient notes added through MyTooth, including note types, content, and modification history.
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Patient Communication Activity: Tracks SMS and email communications sent through MyTooth, allowing practices to review communication history with patients.
To learn more about the MyTooth Activity Section, please see THIS ARTICLE.
Analytics Tab Overview
The Analytics section in MyTooth provides reporting and visual insights into patient intake and online booking activity across your organization. It allows practices to monitor performance trends, measure engagement, and better understand how patients are interacting with forms and online scheduling over time.
The Analytics section helps practices track operational performance by turning form activity and booking data into easy to read dashboards and metrics. Filters such as location, date range, and time grouping allow practices to review trends across individual locations or the entire organization.
Sections within Analytics include:
- Forms Analytics: Provides visibility into patient form activity and helps your practice monitor intake workflow performance and patient completion trends over time.
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Bookings Analytics: Tracks appointment booking activity through MyTooth, including total appointments, new v.s. existing patient bookings, and booking trends across locations and date ranges.
To learn more about the MyTooth Analytics Section, please see THIS ARTICLE.
For a Pre Launch Checklist prior to GO LIVE with MyTooth: CLICK HERE.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.