Data Sync and Adding New Locations in MyTooth
MyTooth stays synchronized with Cloud 9 through a combination of automatic nightly syncs and on-demand manual syncs. This article explains what data gets synced, when to trigger a manual resync, and how to onboard a new office location.
How Syncing Works
MyTooth uses two methods to keep your data current with Cloud 9:
- Automatic Nightly Resync — a scheduled sync runs every night and automatically updates your Cloud 9 data in MyTooth. No action is required on your end.
- Manual Resync — if you need changes reflected in MyTooth right away, you can trigger a manual sync by navigating to Settings > Cloud 9 Authentication and clicking the Resync button.
Use the manual resync when you have made any of the following changes in Cloud 9 and need them to appear 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 (see below)
What Gets Synced
During a resync — whether automatic or manual — MyTooth will update the following data 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. Some fields — such as your organization logo, provider display names, and forms — are managed entirely within MyTooth and are not affected by a resync.
What Can Be Edited in MyTooth vs. What Is Read-Only
The table below summarizes which areas of MyTooth reflect live Cloud 9 data and which can be freely edited:
- 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 synced directly from Cloud 9.
- Appointment Types — fully editable; you can add, edit, and delete types, but each 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 office to MyTooth, it must be onboarded through the MyTooth Support Team. You cannot add locations directly through the MyTooth Admin interface. The steps to accomplish this are:
1. Contact the MyTooth Support Team and request that the new office be added to your account. Include the office name and Cloud 9 Location ID to speed up the process.
2. The Support Team will send a confirmation email once the location has been successfully added.
3. Log in to your MyTooth Admin site using an Organization Admin account. Only Organization Admins can complete the onboarding process for new locations.
4. Navigate to Settings > Cloud 9 Authentication and click the Resync button to pull in the new location's data from Cloud 9.
5. Navigate to Settings > Locations to 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.