Settings 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 intact. This article will review each tab in the Settings section of MyTooth, and go more in depth on how to best utilize it.
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 above 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.
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. This is why we recommend having an Organization logo and one on the Location Settings.
After updating your Organization logo within the Organization Settings tab, as you edit it first verifying the Organization Name and Address, you will also within this section, have to choose the 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 are used to identify returning patients:
-Option 1: First Name, Last Name, Birthdate, Telephone, Email—More strict matching using all
five fields.
-Option 2: First Name, Last Name, Birthdate—Basic matching using core identifying information.
When you have selected the proper settings, make sure to save the changes by clicking 'Save' in the upper right hand corner before moving on to the next Settings tab.
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 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.
In the right hand column titled 'Actions', click the clipboard to edit the location.
This will bring up the 'Edit Location Details' screen. You can edit the Location Name, copy the Scheduling URL, update the address and phone number and email address for the location and update the logo for that location.
In addition to editing the location details, this section has a 'UTM Link Builder' option. You can also find this same UTM link builder button on each location's line items in the Location Settings tab. It is just to the right of the booking URL and the icon looks like a small paper clip. It opens a small form where the practice can take that office's booking link and tack on tracking parameters (UTM tags) before sharing it. 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.
Communication Settings
Navigate to Settings > Communication Settings within the MyTooth Admin Portal.
In this section, you can verify and test your communication configurations:
Step 1. First, confirm the correct DPC Phone Number, Transaction Email, and Marketing Email are shown for each location and C9 Location.
Step 2. Second, send a test SMS and test email to ensure the system is functioning correctly. If you use the Test SMS/Email column, you can click the envelope to send a test email and the chat bubble to send a test SMS message for each location.
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.
| 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, and Email are required fields. Role, and Status are also 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 it, the trash can to delete it.
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.
My Profile
The next tab is the 'My Profile' tab. From here, you can view your profile information and update your name, contact details, and profile photo. Similar to other sections in MyTooth, to make any changes, you must first click the blue 'Edit' button in the upper right hand corner. (Screenshot Below.)
Once you have clicked the 'Edit' button, you can edit your Name, Email, or click Change your Password. You can also upload a profile photo.
The profile photo you upload in Settings > My Profile shows up in three places in the MyTooth Admin Portal.
1. The Top Navigation Bar: The small circular avatar in the upper-right corner of every page. This is the most visible spot.
2. The My Profile Page itself: At the top of the page next to your name and role the photo will show as a larger circular avatar. This is also where the photo is uploaded.
3. Settings > Manage Users: In the user list, each row show's that user's profile photo as their avatar next to their name. So your profile is what other admins int he organization see when they're looking at the user list.
In all three places, if no photo is set, MyTooth falls back to a generic placeholder image, (Initials.)
Note: This profile photo is only for staff/admin user inside the MyTooth Admin Portal. It has nothing to do with what patients see during booking and is different than the provider photos when scheduling with a provider on the 'Provider Selection' screen. Those are managed separately under Scheduling > Providers.
Cloud 9 Authentication Settings Tab
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 Authentication 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.
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 Cloud 9 Authentication to test your API settings.
There is also an option to 'Resync.'
NOTE: 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.
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.