The study presents the results of developing a system to enhance and optimize business processes in the interaction between higher education institutions and students, as well as the engagement of prospective applicants in the learning process. By utilizing Google Search Console an analysis of the website’s search traffic was performed. The study identified the most popular queries and the devices through which the highest number of transitions occurred to specific pages. Data collection spanned both a single month (from December 1st to 31st) and a full year (January to December). The trend indicates that people are moving away from information overload and transitioning toward private chats. To explore this further, a survey was conducted among students (48 respondents) at King Danylo University (KDU) to determine which apps they use and how frequently. The results revealed that the most widely used app among students is Telegram (72.9%), followed by Instagram (only 54.2%). Based on the obtained results, utilizing data from leading analytical companies and conducting our own survey, we have selected the platform and method for implementing the system. The outcome is the conceptualization of three Telegram bots: “KDU Addmission” designed to assist prospective students, “KDU Student” tailored for active students and “KDU Schedule” focused on providing schedules. As the final outcome, a system was developed that enables the educational institution to seamlessly interact with educational service recipients—from the moment of admission to graduation. The software product was designed with time requirements in mind, allowing for easy adaptation to new goals and demands.