Keywords: MyTooth, data sync, resync, manual sync, nightly sync, new location, implementations, Cloud 9 authentication, providers, appointment types, locations
Summary
This article covers how MyTooth stays synchronized with Cloud 9 through automatic nightly syncs and manual resyncs. It explains what data gets synced, what can be edited in MyTooth versus what is read-only, and how to onboard a new office location.
How Syncing Works
MyTooth stays synchronized with Cloud 9 through two methods:
Automatic Nightly Resync: A scheduled sync runs every night and automatically updates your Cloud 9 data in MyTooth. No action is needed on your end.
Manual Resync: If you need changes reflected in MyTooth right away, navigate to Settings > Cloud 9 Authentication and click the Resync button.
You will want to run a manual resync any time you have made the following changes in Cloud 9 and need them to show up in MyTooth immediately:
- A new provider has been added.
- A provider's location assignments or schedule has been updated.
- New appointment types have been created.
- A new office location has been onboarded by Cloud 9's Implementations team.
What Gets Synced
During a resync, whether automatic or manual, MyTooth will pull in and update the following from Cloud 9:
- Providers: All provider records are imported and updated.
- Provider Locations: Which providers are linked to which office locations.
- Locations: All office and location data.
- Appointment Types: The appointment type list and associated Cloud 9 production codes.
Note: Not all data in MyTooth is synced from Cloud 9. Things like your organization logo, provider display names, and forms are managed entirely within MyTooth and will not be affected by a resync.
What Can Be Edited in MyTooth vs. What Is Read-Only
Some areas of MyTooth reflect live Cloud 9 data and cannot be changed in MyTooth directly. Others are fully managed within MyTooth; see the breakdown below.
- Organization Settings: Logo and display info are editable. Core Cloud 9 identifiers are read-only.
- Location Settings: Display name, hours, and logo are editable. The Cloud 9 Location ID and External Location Name are locked.
- Providers: Display name, photo, booking status, and assigned appointment types are editable. Cloud 9 provider ID, name, type, and specialty are read-only.
- Appointment Classes: Read-only. All data is synced directly from Cloud 9.
- Appointment Types: Fully editable. You can add, edit, and delete types to be scheduled online in MyTooth but each one must be mapped to a Cloud 9 Appointment Type.
- Communication Settings: Read-only. Phone numbers and emails are managed through Cloud 9.
- Forms and Packets: Fully editable. Not synced from Cloud 9.
Adding a New Location
When your practice opens a new office or needs to add an existing Cloud 9 location to MyTooth, it has to be onboarded through our Implementations team.
Here is how the process works:
- Contact Cloud 9 Support and request that the new location be added to your MyTooth account. Support will send the request to our Implementations team to get the process started.
- The Implementations team will send a confirmation email once the location has been successfully added.
- Log into your MyTooth Admin site using an Organization Admin account. Only Organization Admins can complete the onboarding process for new locations.
- Navigate to Settings > Cloud 9 Authentication and click the Resync button to pull in the new location's data from Cloud 9.
- Navigate to Settings > Locations and confirm the new office appears and that its providers, appointment types, and communication details are correct.
Note: After adding a new location it is a good idea to review its communication settings, upload a location logo, and confirm that all linked providers and appointment types are displaying correctly before directing patients to its booking URL.
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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, chatting us online at cloud9support.planetdds.com, or calling us at 1.800.394.6050 (option 2) Monday–Friday, 8:00 AM–8:00 PM EST.