Keywords: MyTooth, settings, organization settings, location settings, manage users, connection and sync, patient matching, booking link, language options, logo, UTM, Google reservations
Summary
This article reviews each tab in the MyTooth Settings section, including Organization Settings, Location Settings, Manage Users, and Connection and Sync. It covers key features in each tab and how to configure them for your practice.
Overview
This is where you review your synced information, personalize your organization details, add users, and verify communication and location data. These configurations ensure that your MyTooth environment accurately reflects your real-world practice setup while preserving your Cloud 9 data. This article will review each tab in the Settings section of MyTooth and go more in depth on how to best utilize them and some important features that can be found in each.
Organization Settings
Navigate to Settings > Organization Settings within the MyTooth Admin portal.
This section displays your organization's core information synced from Cloud 9, along with editable
fields for customizing your MyTooth presence.
To make changes to the Organization Settings tab, you must click the blue 'Edit' button in the upper right hand corner as shown in the below screen shot.
Note: Updating data in the Organization tab will not affect or overwrite any data stored in Cloud 9. These updates only change how your information appears within MyTooth.
Organization Level Logo
After clicking the 'Edit' button up top, you can upload your Organization's logo, then verify and edit other information about your Organization. If you choose to leave the Organization logo blank, it will default to the logo setup in the Locations setting for each location. If a new location is added, and it doesn't have a logo, and there is no logo chosen under Organization logo, it will default to a generic image.
However, there is a NEW feature that will allow you to remove the generic image if you want from the Organization or Location Level in Settings.
Where to find it: Settings > Organization > Organization Logo (org-wide) or Settings > Locations > Edit Location > Logo (per location).
How to use it:
1. Go to Settings > Locations > Edit Location > Logo (or Settings > Organization > Organization Logo for the org-wide logo) and click 'Edit' in the upper right of the page.
2. Click Remove logo. (Make sure to save the changes.)
3. The location's or organization's booking pages and communications render cleanly without a logo or placeholder image.
After updating your Organization logo settings you can verify the Organization Name and Address, and then move on to Patient Matching Settings and Scope, which we'll review below.
Patient Matching Settings
These settings determine how MyTooth identifies and matches existing patients on the Booking Site and Form Submission Site. After clicking 'Edit' in the Organization Settings upper right hand corner, you can change these settings.
***Important: These settings affect patient matching throughout MyTooth—on the Booking Site, Form Submission Site, and when assigning forms in the Admin Site. Choose settings that align with how your practice manages patient records across locations.
Patient Matching Scope
-Option 1: Organization—Search for patients across all locations in your organization.
-Option 2: Location—Search for patients only within the specific location.
Patient Matching Criteria
Select which fields will be used to identify returning patients:
-Option 1: First Name, Last Name, Birthdate, Telephone, Email— This is a more strict matching that uses all five fields.
-Option 2: First Name, Last Name, Birthdate— A more basic matching, using only core identifying information.
When you have selected the settings that make sense for your practice, make sure to save the changes by clicking 'Save' in the upper right hand corner before moving on to the next Settings tab.
Organization Booking Link
NEW: An optional single booking link for the whole organization.
In addition to each office's individual booking link, organizations with multiple locations get a single, organization-wide booking link. You now have the option to share a single link on your website or in ads, and patients can use that link to then choose the office and provider that works for them.
Where to find it: Settings > Organization > Organization Booking Link.
How to use it:
1. Copy the link from Settings > Organization > Organization Booking Link under the word default.
2. Share it on your website, ads, or social media instead of (or alongside) individual office links.
3. A patient who opens it will see the 'Select an Office' screen and can pick the location and provider that works for them.
Multi-Language Translation
NEW: Expanded — now covers five languages instead of two.
MyTooth offers the booking site, forms, and patient messages in multiple languages: English, Spanish, Portuguese, French, and Haitian Creole, so patients can complete scheduling and paperwork in the language they're most comfortable with.
Where to find it: Settings > Organization > Language Options.
How to use it:
1. Go to Settings > Organization > Language Options and enable the languages you want to offer on the lower left (after clicking 'Edit' up top to unlock the page).
2. Pick what you want the preferred language to apply to: Booking Flow, Forms and Intake Packets, or both. Then you must click 'Save' to save your changes.
3. A language picker will then appear on the booking site and forms; a patient can select their preferred language before starting.
***Note: You must have the selected languages set up in Cloud 9 under Edit > Setup > Languages for MyTooth to write the preferred patient language over to Cloud 9.
***Additional Note: The forms get returned to MyTooth and Cloud 9 in the chosen language for the patient, so it is recommended to have an interpreter who can interpret the forms for any languages you pick as available to patients for MyTooth.
Single PDF in Patient Notes
NEW: Combine multi-form packets into one PDF.
When a patient completes a packet made up of several forms, MyTooth can combine everything into one PDF that lands in the patient's record, instead of several separate attachments that your staff would need to organize or sort through. You can turn this option on in Organization Settings.
Where to find it: Settings > Organization > 'Store Packet Forms as Single PDF in Patient Notes'. Make sure you click 'Edit' in the upper right screen to unlock the page before turning the toggle on. The toggle for 'Store Packet Forms as Single PDF in Patient Notes' is on the lower right hand side of the Organization tab in the Settings section.
Location Settings
Navigate to Settings > Location Settings within the MyTooth Admin portal.
This section displays all the offices onboarded for your organization that have a location in Cloud 9 Software. Each location is assigned its own booking URL for patient-facing scheduling. The booking URL can be placed on your website so new and existing patients can book appointments in real time using the Cloud 9 schedule and the MyTooth Admin portal Settings. For more information about the Booking URL and how it works, please see THIS ARTICLE.
***Important: Your C9 Location ID and External Location Name are fixed identifiers that link to Cloud 9 and cannot be changed. Any updates you make here (like name, logo, or address changes) will not modify data in Cloud 9.
When you navigate to the 'Locations' tab in MyTooth, all locations are displayed on the left hand side of the screen. To make changes to any one location, first you must click it on the left hand side of the screen, and then it will display on the right as shown in the screenshot below.
As you can see in the above screenshot, there are a series of tabs on the right hand side of Location Settings for the selected locations. Each tab is reviewed below. Similar to other areas in MyTooth, you must click 'Edit' in the upper right before making any changes in the Location tabs. When you click 'Edit' in this section you can remove the logo at the location level, copy the location's Booking URL to use for a website or ad, or even update the Location Name, Address, and Phone Number.
***Note: You can only change the display name for the Location in MyTooth. It will not change the Location Code or the Location Name in Cloud 9, these fields at the bottom of the screen are locked and pull directly from Cloud 9.
Communication Tab
The next tab in the Location Settings is titled 'Communication'. This tab contains the location specific phone number and email address linked to patient communication. It also gives you the options to test these communication settings.
In addition, there are two toggles below the test communication buttons. One is 'Booking Notifications'. When toggled on, this will send an email to the specified location-specific communication email whenever a booking is completed for a location, instead of sending a notice to the organization wide email.
The second toggle is 'Form Completion Notifications'. When toggled on, this will send an email to the above email address whenever a patient completes their assigned forms or packets.
Settings tab and Google Booking
NEW: Lets patients book straight from Google.
The third tab is labeled Settings and includes a new feature. You must click the 'Edit' button to change it but it includes a 'Google Reservations Toggle'. This allows patients who find your practice on Google to tap a 'Book Online' button right on your Google Business Profile and land directly on your MyTooth booking page for that location.
The setup lives here, in MyTooth Settings > Locations > Select a Location (on the left hand side) > Click Settings Tab (on the displayed Location on the right) > Click Edit > Toggle on the 'Google Reservations Toggle.'
Within approximately 24 hours of saving the Toggle in the on position, the "Book Online" button appears on the practice's Google Business Profile; a patient taps it to land on the MyTooth booking page.
***Note: You must confirm your Practice's Google Business Profile is connected and verified with Google for this feature to work. For more information on how to do this, please contact Google.
Opt In/Opt Out Tab
The fourth tab under Settings > Location > Pick a Location (on the left) > Location (displays on the right) is labeled 'Opt In/Opt Out'.
This is where the verbiage for the Opt In/Opt Out of Patient Facing SMS and Patient Facing Voice lives. This text is shown on the Booking URL or Patient Forms whenever there is an Opt In/Opt Out checkbox. Before a recent release, the wording was generic but can now be customized in this section and show location specific information. The tags that can be used in the message are shown under the template in the screenshot below.
Like other areas in MyTooth, you must click 'Edit' in the upper right to change it, and then you can change the wording and click 'Save' to save your changes.
UTM Tab
The last tab inside the Location Settings is the UTM tab (Urchin Tracking Module). This has the UTM Link Builder as well as a Guide in the upper right that details how to use it. In the lower sections, you would fill out needed information like UTM Source, UTM Medium, etc. and then in the field labeled 'Generated URL' it will create a custom UTM Link for you to use. This also allows you to link and tack on tracking parameters or UTM Tags before sharing the link. This is helpful for practices using a separate Analytics program to track bookings. For more information on the UTM Link Builder please see THIS ARTICLE.
After making any changes to the 'Edit Location Details' screen, be sure to scroll to the bottom and click 'Save' to save the changes before moving to the next Settings tab.
Manage Users
Navigate to Settings > Manage Users Settings within the MyTooth Admin Portal.
In this section you can manage, edit, and invite users to your MyTooth organization. Each user can be assigned specific roles and location access. This is also where you can edit Profiles by clicking on a User and then editing their profile.
| Role | Description |
| Organization Admin | Has full access to the organization for all actions across all locations. |
| Location Admin | Assigned Locations level admin access (edit/view.) |
| Staff | Assigned locations level access: (view only, forms or packet assignment.) |
| Support | Provides support access to the organization. |
Use the blue 'Add User' button in the upper right hand corner to add new users.
This brings up the 'Add User' dialogue window. First name, Last name, Email, Role, and Status are all required fields. Make sure to scroll to the bottom to click 'Save' to save the changes for a new user.
You can also edit a user in the Manage User Settings tab. You can click the clipboard on a User to edit the profile, and then the trashcan icon to delete the profile.
Clicking the clipboard to edit it brings up an 'Edit User' screen. In addition to editing the user, you can also send a password reset email if they have forgotten or are unable to login to the MyTooth Admin portal.
Note: A welcome email with a temporary password will automatically be sent to the new user's email address after the user is added here.
Connection and Sync Tab
Navigate to Settings > Connection and Sync to view your Cloud 9 connection details.
Your Cloud 9 API Key, Cloud 9 API Secret, and Tenant ID are automatically configured during onboarding. No manual entry is required and these fields are non-editable.
You can use the Test Connection button to verify your API settings at any time. Use the Resync 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.
*Note: If you encounter any connection issues, contact Support. The API credentials are managed automatically and should not need manual changes
Organization Membership Tab
The last Tab in the Settings Section of MyTooth is the Organization Membership tab. This is where you can view and manage users in your organization.
That concludes the review of all tabs in the Settings section. To return to the MyTooth Navigation Article: 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.