Keywords: MyTooth, analytics, forms, bookings, reminders, completion rate, appointments, new patients, export
Summary
This article breaks down the Analytics section in MyTooth, which gives your practice a real-time view of how your online forms, appointments, and automated reminders are performing. It walks through the Forms, Bookings, and Reminders tabs and the filters and metrics available in each.
Overview
The Analytics section in MyTooth gives your practice a real-time view of how your online forms, appointments, and automated reminders are performing, all in one place. There are three tabs: Forms, Bookings, and Reminders. Each tab has two views you can switch between using the Metrics / Table toggle in the upper left corner.
Shared Controls
No matter which tab you are on, the same set of filters and controls runs across the top of the page:
- Metrics / Table toggle: Switches between the visual charts view (Metrics) and a detailed location breakdown (Table).
- Date Range: Choose a preset period such as Last 30 Days, or set a custom start and end date.
- Location Filter: Narrow results to one or more of your office locations.
- Granularity (Day / Week / Month): Available in Metrics view only. Controls how trend charts are bucketed over time.
- Export to Excel: Downloads the data currently on screen, respecting your active filters, as an Excel file.
Forms Tab
The Forms tab tracks how patients are engaging with the digital forms your practice sends them.
Metrics View
Six tiles appear across the top of the screen:
- Total Assigned: All forms sent to patients in the selected period, with a trend compared to the prior period and a daily sparkline.
- Pending: Forms assigned but not yet opened by the patient.
- In Progress: Forms the patient has started but not yet submitted.
- Awaiting Submission: Forms completed by the patient but not yet synced to Cloud 9.
- Submitted: Forms successfully sent to Cloud 9, with a trend.
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Completion Rate: Submitted divided by Total Assigned, shown as a percentage.
How trends work: The trend arrow compares the current period to the previous period of the same length. For example, if you are viewing the last 30 days, the trend compares against the 30 days before that.
Below the tiles, two trend charts show activity over your selected date range:
- Forms Assigned: The volume of forms assigned over time, bucketed by your chosen granularity.
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Completion Rate: The percentage of assigned forms that were submitted. A rising line means more patients are completing their forms.
Below those, two charts give a visual breakdown by location:
- Form Pipeline by Location: A horizontal stacked bar chart showing the proportion of forms in each stage (Pending, In Progress, Awaiting Submission, Submitted to Cloud 9, Expired) for each location. Useful for spotting which offices have a bottleneck.
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New Patient Trigger Funnel: A grouped bar chart showing how auto-triggered forms for new patients move through each stage per location. Helps identify where new patients tend to drop off before completing their forms.
Table View
The Table view replaces the charts with a Location Summary tree that drills down in layers:
- Location: Expand to see individual forms or packets.
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Form / Packet: Expand to see how it was assigned.
An Assigned By toggle at the top lets you choose:
- All: Every form assignment regardless of how it was triggered.
- MyTooth: Only forms automatically sent by MyTooth rules.
- Manual: Only forms sent manually by staff.
- Trigger: Only forms sent by automated triggers.
Clicking any number in the tree opens a per-patient drilldown showing exactly which patients make up that count, filtered to the matching location, form, and status.
Bookings Tab
The Bookings tab tracks online appointments booked through MyTooth, including how many are from new versus returning patients.
Metrics View
Five tiles appear across the top of the screen:
- Total Appointments: All appointments in the selected period, with a trend and daily sparkline.
- New Patient Count: Appointments from first-time patients.
- Existing Patient Count: Appointments from returning patients.
- New Patient Rate: New Patient Count divided by Total Appointments, as a percentage.
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Existing Patient Rate: Existing Patient Count divided by Total Appointments, as a percentage.
Date Mode: At the top of the Bookings tab there is an extra option to view appointments by Scheduled Date (when the appointment is set to occur) or Created Date (when the booking was made). This option is only available on the Bookings tab.
Below the tiles:
- Appointments Trend Chart: Shows appointment volume over time, bucketed by your chosen granularity.
- Appointment Breakdown and New Patient Rate by Location: Side by side charts giving a visual snapshot of your appointment mix and new patient performance across your locations.
If your practice has campaign analytics enabled, a Campaign Source Ranking chart will also appear. This is a horizontal bar chart that ranks your booking sources such as Google, social media, or direct by how many appointments they generated during the selected period.
Table View
The Table view shows a Location Summary tree:
- Location: Expand to see patient type breakdowns (New / Existing).
- Click any count to open a per-patient drilldown showing individual bookings for that location and status.
Reminders Tab
The Reminders tab measures how well your automated form reminders are reaching patients and motivating them to complete their forms.
Metrics View
Five tiles appear across the top of the screen:
- Reminders Sent: Total reminders sent in the period, with a trend compared to the prior period.
- Completed (Reminded): Form assignments completed after a reminder was sent, with a trend.
- Failed Sends: Reminders that were attempted but rejected due to a delivery or validation error.
- Suppressed: Reminders blocked because the patient opted out of that channel.
- Upcoming (Projected): Estimated reminders to be sent in the next 7 days if the current sending pace holds.
Below the tiles, two trend charts run side by side:
- Reminders Sent: The volume of reminders sent over time.
- Completion Rate: Of the patients who were reminded in each period, the share who went on to complete their form. A rising line means your reminders are working.
Table View
The Table view shows a Location Summary tree that drills down in layers:
- Location: Expand to see its reminder triggers.
- Trigger: Expand to see the forms or packets that trigger applies to.
- Form / Packet: Expand to see performance split by channel (Email vs. SMS).
A Source toggle at the top of the tree lets you switch between:
- Automated (default): Scheduled reminders sent by the system.
- All: Includes manual reminder nudges sent individually by staff.
Clicking any count opens a per-patient drilldown showing which patients are behind that number, filtered to the location, form, channel, and status you clicked.
Channel count note: On channel rows (Email / SMS), the Sent, Failed, and Suppressed counts will add up to match the form row total. However, Assignments, Completed, Upcoming, and Completion Rate may appear higher than the form total. This is expected. A patient who received both an email and an SMS reminder is counted under each channel separately.
Exporting Data
Every tab has an Export to Excel button in the upper right corner. The export always reflects whatever date range, location filter, and source or assigned-by selection is active at the time. The downloaded file will be named to match the active tab and date range, for example forms_export_30d.xlsx or bookings_export_custom.xlsx.
That concludes the review of all tabs in the Analytics 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.