Summary
The Booking URL is a unique link for each office location that takes patients directly to that location’s online scheduling page in MyTooth. Anyone with the link can use it to book an appointment; no login is required.
Each Booking URL is tied to a specific location, so when patients open the link, they will see the correct office information, including the location name, logo, address, phone number, and available scheduling options.
Inside MyTooth, on the Locations Settings page, each location's row shows its booking URL with a copy button and a UTM link builder button right next to it. It can also be found if you click 'Edit,' (the clipboard icon), in the Location Settings Details for a specific Location. You can also set up Unique Booking URLs for marketing efforts. To find out more read THIS ARTICLE.
Typical use of the booking URL includes: placing it on the 'Book Now' option of your practice's website, linking it to business profiles, social media bios, or paid ads or marketing campaigns, and adding UTM tags to it (via the UTM Link builder, optional), before sharing.
To learn more about how to use Unique Booking URLS for Marketing Efforts, please see THIS ARTICLE.
Patient Experience While Booking
When a patient visits the Booking URL they will see the Patient Landing page which shows: The practice or location logo at the top, an option for New Patient or Existing Patients, (if the office only offers appointment types for one or the other, only that button shows; if neither has any types configured, MyTooth shows a 'no appointments available' message), and footer with office name, address and phone.
The patient will either pick New Patient or Existing Patient, and we will cover both workflows below.
New Patient Booking Steps
Step 1. Select 'New Patient' from the Booking URL Patient Landing Page.
Step 2. New patients proceed directly to the 'Select Appointment Type' screen without verification. They will select the appointment type to book to move onto the next step.
Note: If your practice has provider-preference enabled, a 'choose a provider or no preference' screen appears here.
Step 3. After choosing an appointment type Patients are taken to the 'Select Date and Time' screen.
Patients can:
a) View available slots based on your 'Find Slot Options' configuration.
b) Click the calendar icon beside 'Select a date and time' to pick a specific date.
c) Use the left/right arrows to navigate between weeks.
Step 4. After selecting a time slot, patients are taken to the information screen where they will need to enter required information.
Note: Everything that displays here is from the configuration set in Scheduling > Online Booking Form Options. For more details on this, please see THIS ARTICLE.
Step 5. After filling out the applicable information the patient must give consent. (At the bottom there's an optional SMS opt-in checkbox (Twilio active-consent). The patient must have either an email or an opted-in SMS phone so MyTooth can deliver the confirmation.) Once consent is given, the patient will click 'Book Your Appointment' and see a Confirmation page with Appointment Details, (date, time, location, provider), and Patient Information Summary.
Note: Confirmation emails are automatically sent to both the patient and the office email address. The settings for the confirmation emails are found in Scheduling > Confirmation Messaging. For more information please see THIS ARTICLE.
Existing Patient Booking Steps
Step 1. Select 'Existing Patient' from the Booking URL Patient Landing Page.
Step 2. Clicking Existing Patient takes them to a verify-patient screen first. They enter their first name, last name, and date of birth (and, if the practice uses extended matching, also their email and phone). MyTooth searches Cloud 9 for a match.
-If the result is Match found: They continue as the existing patient; MyTooth remembers their Cloud9 patient record so the booking attaches to it.
-If the result is No match found: They're given the option to continue as a new patient instead (no dead-end).
-If the patient has a preferred language on file in Cloud 9 (e.g. Spanish), MyTooth will auto-switch the UI to that language if that is enabled under Organization Settings.
Step 3. From here, they will follow the normal scheduling path, and be taken to the 'Select Date and Time' screen to select the date and time of their needed appointment.
Step 4. After selecting a time slot, patients are taken to the information screen. For Existing Patients, this Information screen will already be filled out.
Step 5. After making sure they are opted in via text or email and clicking 'Book Your Appointment', existing patients will see a Confirmation page with Appointment Details, (date, time, location, provider), and Patient Information Summary.
Rescheduling Cloud 9 Appointments Booked in MyTooth
Patients typically don't reschedule from the booking URL or by logging into anything. They reschedule from the link the confirmation email or SMS that was sent after booking. That link is a one-time magic-link URL tied to that specific appointment.
Your practice controls whether the reschedule link appears it all. In fact, it is a per-location toggle on the Confirmation Mesages Settings page in the MyTooth admin portal, under the 'Reschedule Link' block. There's also a Reschedule Notice Period (Hours) setting (default 24 hours, range 0-168 hours) that will block reschedules too close to the appointment time.
Reschedule Appointment Flow
Step 1. Verify Patient: The patient clicks the reschedule link in their email/SMS. MyTooth opens a verify-patient screen that confirms identity (first name, last name, DOB) against the appointment on the link. This stops someone who got forwarded the email from rescheduling a stranger's appointment.
Step 2. Select new date and time: Same calendar/slot picker as the original booking, scoped to the same appointment type, location, and (if applicable) provider. Slots respect the practice's reschedule notice period.
Step 3. Confirm the change: The patient sees a side-by-side or stacked summary. This summary includes: Current appointment, (date, time, type, provider, location) and New Appointment, (the slot they just picked.) Next, they click 'Reschedule Your Appointment' to confirm. Behind the scenes, Cloud9 reschedule is a cancel-and-create. MyTooth cancels the old appointment in Cloud9 and creates the new one, so the appointment will appear at the new time in the practice's Cloud9 schedule with the same patient and type.
Step 4. Success page: The patient sees a confirmation screen showing the new appointment details, and a reschedule confirmation email/SMS is sent (using the 'Reschedule' template your practice configured. (Defaults read 'Appointment Rescheduled — Your appointment at [location] has been rescheduled'). The patient also gets the same calendar QR/add-to-iCal options as on the original confirmation.
Note: If the patient closes the magic link halfway through and comes back, the link still works (until the appointment passes or it's used). If verification fails or the appointment is past the reschedule notice cutoff, MyTooth shows an error and points them to call the office directly.
Cloud 9 Integration
When an appointment is successfully booked, it syncs directly with Cloud 9:
-New Patient: A new patient record is automatically created in Cloud 9
-Existing Patient: Appointment is linked to the existing patient record
Appointments booked via MyTooth are easily identifiable within Cloud 9, making them easy to distinguish from those scheduled directly in Cloud 9. In the 'Appointment Notes' in Cloud 9 a booking that came through MyTooth always starts with: 'Booked online via MyTooth.' Additionally, if the patient filled in insurance details or any custom questions, those are appended onto the same appointment note after a pipe separator.
Appointments scheduled directly in side Cloud 9 by office staff will not have that prefix, their 'Notes' field will either be empty or contain whatever the staff member who scheduled it typed into the field manually.
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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, 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.