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Chromebooks & Google WS Accounts

Ordering, Repair and Replace, or Missing Tax-Aide Equipment

Please refer to the following resource index for any of the situations above:

RR01 OIS2 Tracked Equipment Ordering, Repair and Replace, Missing Equipment Process

Keep your DC and state TCS informed during every step of the process.

In some cases, a temporary or permanent replacement item may be available. Your state Technology Specialist (TCS) may have a replacement on hand and will let you know.

Chromebook and Google Workspace - Accounts Relationship

Your Chromebook (CB) and your AARP Foundation Tax-Aide Google Workspace (WS) Account are intricately linked. National purges these accounts at the end of each tax season to meet IRS and Tax-Aide security requirements.

Volunteers are issued a new@aarpfoundation.org account annually. This account uses your 9-digit volunteer ID, plus the current tax year ("ty2x"), plus "@aarpfoundation.org." It is set up before each tax season, usually during late summer. You must remove any existing Chromebook user accounts before the new tax year.

Prospective Volunteers (PVs) are issued similar accounts, but will not have access to TaxSlayer Online until certified. Refer to the following for PV account management:

You can then sign in with your 9-digit VolunteerID + "ty2x@aarpfoundation.org" and a new initial password (TaxAide202x! with "x" for the current Tax Year) to properly synchronize your Chromebook with your new Tax-aide Google WS account.

You should also set up or verify your Account Recovery information each year. For more details, please see the following documentation.

C11 - Chromebook Accounts .... How to set up your Chromebook & Google Workspace (WS) account to function properly during the tax season.
C14 - Updating Chromebook OS Instructions for updating your Chromebook operating system (OS) before using it for tax training/preparation.
Chromebooks 101 Video introduction and use of Chromebooks if you are new to them, or need a refresher.
Click here for a complete Table of Contents for the NTSC Technology folder.

Change Google Chrome Autofill Settings

Getting that annoying "Save Address" pop-up on your Chrome browser after entering a form field?

Here's how to change the autofill settings for your addresses via Chrome:

Open the Chrome app on your Chromebook
Click/tap the three dots located to the right of the address bar
Click/tap on the "Settings" icon
Click/tap on "Autofill and passwords"
Click/tap on "Addresses and more"
Click/tap the toggle next to "Save and fill addresses" to turn the feature off. You can also edit/delete any saved address information as necessary on this screen
Exit/close the "Settings" tab.

Please Note: NTSC policy is that you turn these features "OFF" on your Chromebooks during the tax season. Please make sure you have your user ID and password for each site written down somewhere in a secure but accessible place.

Prospective Volunteer (PV) Accounts Note

Error: "Google is unable to find an account" notification or similar on their 1st Chromebook login for a new volunteer or PV.

New Google Workspace and Chromebook accounts for Prospective Volunteers are created once weekly after a new prospect becomes a "Candidate" in the portal. The PV portal accounts are manually "swept" by the system weekly to create the Google and CB accounts. Users cannot log into their Chromebooks until this process is complete. This process may take longer during a holiday week.

Backdated entries should NEVER be entered, or the sweep will not work.

New Chromebooks (CB) Notes

Some of the currently shipping Refresh/Replacement Chromebooks (CBs) may be brand new from the manufacturer. Many may have a later ChromeOS (operating system)version than the current release from National. Normally, upon initial power-up, these CBs will automatically downgrade to the current authorized operating system. In doing so, the user account and anything in the CB memory may be lost. After this operating system downgrade, you must log back into your Chromebook with your VolID (123456789tyxx@aarpfoundation.org) and your current password if you have already set up your account, or the default password for your initial tyxx account setup (TaxAide20XX!).

TS12 What To Do When Your Chromebook Won't Let You In. Contact your district technical coordinator (TC) or state technical specialist (TCS) for help.

Note - Google Meet Hosting Limitations

You MUST use your AARP foundation OR your state's Google WS account to HOST a Google Meet session. This can be done from your Chromebook or your personal computer. The added features include:

Calls with up to 500 participants for up to 24 hours.
One-on-one calls for up to 24 hours.

If you don't specifically have a Google Meet subscription or if you use a personal account, you are limited to:

Calls with 3 or more participants for up to 60 minutes.
One-on-one calls for up to 24 hours.

At 50 minutes, everyone receives a chime and message notification that the call is about to end. To extend the call, the host can upgrade their Google account. Otherwise, the call will end at 60 minutes.

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