[Plugin: woocommerce] Seeking advice – best way to manage 600 "variations"

Seeking advice for right approach to this. Looking at using a hidden product field or product variations or something else…. I am trying to do the following.

I have over 650 teams that need to pay a one time annual local registration fee with new, additional teams showing up daily between May and September. Each team has a unique team number created by the national organization (completely separate organization) and 2 team managers. I download the current valid team list from the national site and place into a local separate database on a regular basis.

I need to make it easy for someone to pay their local registration fee and also track which teams have paid (and need the team number in the cart/checkout). Note that a person could be managing more than 1 team. I just need to make sure that the team number is valid (It is okay if someone other than the manager pays for a team – a warning message would be nice if the manager was not the same as the person paying just to confirm that they are paying for the correct team but if that is hard to do, I am okay with skipping this check).

I was able to generate the team list that shows last year’s payment status (along with other information that I am separately collecting from team). I am trying to get this integrated this year into wordpress/woocommerce instead as a completely separate process. [A version of the dynamic team list is https://www.norcalfll.org/test-team-database/ ] If you look at the page, in the status table for each team, I would like to have a “Pay Registration” link for teams that have not yet paid for this year.

What I think would be best, is to have the manager click on their team status, and then see that the team has not yet paid (which I know how to do since I track the pay status in my separate team database) and have a “Pay” button show up that would add the registration product with correct team number directly to a shopping cart. I would then like to give the manager an option to add any additional teams [assume I could redirect to team list from the continue shopping link] as well as for a donation to support the local program [assume this could use the existing cross-sell functionality]. The vast majority of teams will use this method to pay via paypal. A few will mail a check and I handle that separately to update the team database.
If this is a variable product or a hidden field – how do I programmatically include that in the add-to-cart shortcode? I have tried: adding this shortcode to a static page
[add_to_cart id=”1218″ teamnum=”19″] which did not work – with teamnum as a hidden field.

The price and SKU for the registration product can be identical. I do have one discount “coupon” for teams that apply for a reduced registration fee due to financial need. I don’t need to restrict content for the teams that have paid.

I have looked at several of the paid plugins but none see to do what I need and are pretty expensive for a small all volunteer nonprofit. I am really struggling as a newbie wordpress / woocommerce person and seeking ideas on the best way to implement and/or if one of the existing plugins has this capability. Even knowing what to search for would be a help – I have tried several combinations of things and can’t believe that no one else ever has tried to do something similar.

Finally, if the best choice is that I had to pay for a plugin, does anyone know if there is a nonprofit rate that is available?

Thanks much, Jill