--- title: "WHAT SHOULD A HIGHSPOT REPLACEMENT RFP INCLUDE?" description: "Highspot replacement RFP requirements: what to include, from content migration and CRM integrations to security, pricing and scoring." canonical: "/blogs/highspot-replacement-rfp-requirements" published: 2026-10-13 --- # WHAT SHOULD A HIGHSPOT REPLACEMENT RFP INCLUDE? ## Frame ### WHAT SHOULD A HIGHSPOT REPLACEMENT RFP INCLUDE? October 13, 2026 ## Frame The renewal notice arrives with a new logo on it. Highspot is now "Highspot by Seismic," the contract end date is a few months out, and someone on the leadership team has asked the question you saw coming: stay, or run a proper evaluation? A proper evaluation starts with a Highspot replacement RFP, and the quality of that document decides whether vendors answer the questions you care about or the ones they have already rehearsed. This guide walks through what the RFP should contain, section by section, including the parts most generic templates skip. Migration comes first on that list, because it is where switching projects tend to get expensive. For the wider context, our primer on [sales enablement](https://www.paperflite.com/blogs/sales-enablement) covers the category itself. #### Why Teams Are Reopening the Highspot Decision Teams are reopening the Highspot decision for three common reasons: a contract renewal date, the August 2026 merger that moved Highspot under the Seismic brand, and gaps in cost, usability or adoption. The merger alone is not a reason to leave, but it is a reason to compare options on evidence. Seismic completed its merger with Highspot on August 18, 2026, and the product now carries the name [Highspot by Seismic](https://www.geekwire.com/2026/seismic-completes-highspot-merger-says-seattle-will-remain-an-rd-location/). Seismic reports 2,500 customers and 3.5 million users across the combined company, and its CEO said integration decisions would be communicated directly. The same coverage does not describe what changes for existing Highspot customers. Neither this guide nor your account rep can honestly promise a roadmap yet, which makes a renewal worth reading closely instead of signing on autopilot. Cost is the second trigger. Pricing trackers list Highspot as [custom-quoted rather than published](https://costbench.com/software/revenue-operations/highspot/alternatives/) as of August 2026, so any budget conversation starts with a quote, not a rate card. Usability is the third. Competitor comparison pages often cite [navigation and customization complaints](https://arrows.to/resources/highspot-alternatives), but those pages are written by vendors who sell something else. Treat such claims as hypotheses to test against your own usage data. A written RFP forces your buying committee to agree on what the platform must do before anyone sits through a demo. That is the cheapest way to separate real gaps from general irritation. Staying with Highspot is also a legitimate outcome, so include the incumbent in the process and hold it to the same questions. Highspot's own community even publishes an [RFP template for enablement vendors](https://community.highspot.com/content/creating-a-comprehensive-rfp-for-an-enablement-vendor) with company summary, RFP details and vendor response sections, which makes a reasonable skeleton. #### What Should a Highspot Replacement RFP Include? A Highspot replacement RFP should include your reason for switching, must-have requirements for content management, search, CRM integration, analytics, AI and security, a content migration plan, weighted scoring criteria, and a vendor response timeline. Add Highspot-specific asks, like export formats and analytics history, so vendors can quote the migration accurately. Here is the structure in order: 1. Switching rationale and goals 2. Current-state audit 3. Functional requirements 4. Integration and technical requirements 5. Security and governance requirements 6. Migration requirements 7. Pricing, contract and implementation terms 8. Scoring criteria and response timeline Every section below traces back to a goal in section one. Teams without written goals should draft a [sales enablement strategy](https://www.paperflite.com/blogs/sales-enablement-strategy) first, since an RFP built on vague goals produces vague proposals. The rest of this guide expands each item, with sample requirement language you can adapt. Together they make up the Highspot replacement RFP requirements your vendors will be scored against. #### Start With an Audit of What Highspot Does for You Today Scope the RFP by auditing which Highspot capabilities your teams actually use, grouped into content management, buyer-facing sharing, training and coaching, and analytics. Requirements should come from observed use, not from a vendor's feature list or from what the platform did the day you bought it. Start with whatever usage reporting your current admin console offers. Which assets do reps open every week? Which collections have gone untouched for a year? Which integrations fire daily, and which were switched on once for a demo? The gaps between what you pay for and what people use tell you where a replacement can be simpler, and where it cannot afford to be. Then ask the full buying committee, not only enablement. Sales, marketing, RevOps, IT and procurement each carry requirements the others forget. RFP.wiki's guidance for this category recommends [a short requirements workshop before vendors respond](https://www.rfp.wiki/crm-marketing/sales-force-automation-platforms/revenue-enablement-platforms), then mapping each requirement to a weighted scorecard. Finally, swap vague adjectives for tests. "User-friendly" tells a vendor nothing, while a request to show reps finding any approved asset from one searchable place inside the CRM tells them exactly what you will check, a distinction [Inventive's RFP guide](https://www.inventive.ai/blog-posts/sales-enablement-rfp) makes well. #### Functional Requirements to Put in the RFP Cover five areas: content management and governance, search, analytics, buyer-facing sharing, and any training or coaching you actually use. Write each as a testable requirement, such as "a rep finds an approved asset in under three searches," so vendors respond with evidence instead of adjectives. ##### Content management and governance This block decides whether reps trust the library. Sample requirements to adapt: - Reps can find, preview and share any approved asset from a single library. - Marketing can control versions, expiry dates and approval workflows. - Admins can set permissions by role and user group. - Expired or retired assets are flagged before a rep can send them. For the fundamentals behind these asks, see the [sales content management guide](https://www.paperflite.com/blogs/sales-content-management-guide). A Content Hub view showing DAM categories and folder navigation. User group and role settings that control who can see and share which content. ##### Search and AI answers Search is where most adoption problems show up first, because a rep who cannot find an asset in thirty seconds sends the wrong deck instead. Require filters by persona and buyer stage, plus results that rank by relevance rather than upload date. Evaluate AI in a sales enablement platform by asking what content it draws on, whether each answer cites its source asset, and how admins control what it can access. An answer a rep cannot verify before sending to a buyer is a liability, not a shortcut. Ask for a live demo using your own content, not a prepared library. Background on the category sits in our piece on [how AI drives sales enablement](https://www.paperflite.com/blogs/sales-enablement-ai). An AI search answer returned inside the content hub. Content Hub search with filters for narrowing results. ##### Content analytics and adoption Analytics should answer two questions: which content buyers engage with, and whether your own reps are using the platform. Sample requirements: - Asset-level views, shares, downloads and time spent. - Adoption and usage reporting by team, role and region. - Export or API access so data can flow into your BI tool. - Engagement data tied to deals or accounts, not only to files. Pair these with the metrics you plan to report; the [revenue enablement KPI](https://www.paperflite.com/blogs/revenue-enablement-kpi) guide is a useful checklist. A content analytics dashboard summarizing engagement across assets. Adoption and usage KPIs showing how teams use the platform. ##### Buyer-facing sharing and deal rooms Highspot's digital sales rooms are one of the capabilities buyers touch directly, so test your replacement through the buyer's eyes. Require tracked share links, branded buyer views, access controls such as expiry, and alerts when a buyer engages. A deal room should show buyers only what you intend and show you who opened what. Training and coaching deserve a separate block if your audit shows heavy use: content assigned to learners, scoring, and reporting on completion. Write it separately so a vendor strong in one area cannot hide a gap in another. A deal room overview shared with a buyer. Tracking and security controls a rep sets before sending content. #### Integration and Technical Requirements Require native CRM integration with documented field sync and activity writeback, single sign-on and user provisioning, and a documented API with webhooks. Ask each vendor to show these working against a sandbox of your own CRM, since checklist answers rarely expose writeback gaps. Sample requirements: - Content activity logs back to the correct account, contact and opportunity records. - SSO through your identity provider, with automated user provisioning and deprovisioning. - Documented REST API with stated rate limits and webhook support. - Reps can search and share from the tools they already use, such as email and chat. Your RevOps lead should own this section, because they will live with the integration after the contract is signed. An integrations hub where admins connect the platform to other systems. #### Security, Compliance and Governance Requirements Request current SOC 2 and ISO 27001 documentation, GDPR commitments, data residency options, audit logging, role-based access control, and a documented process for returning and deleting your data when the contract ends. Ask for the documents themselves, not a vendor's assertion that they exist. RFP.wiki's template for this category lists SOC 2, ISO 27001 and GDPR among its security expectations, which matches what most IT reviewers will ask for. Add any regulatory standards specific to your industry. Have IT review the responses directly rather than summarizing them for the committee, because a missing certificate is much easier to catch in the original. Role management permissions that control access by user type. #### Migration Requirements (the Section Most RFP Guides Skip) Ask who performs the migration, which content and metadata types transfer, how permissions, tags and share links are handled, whether historical analytics can be carried over, and how cutover is staged. Get each answer in writing, with a timeline, before you score the vendor. Generic sales enablement templates assume you are buying your first platform. You are not, and that changes the risk profile. A migration moves years of accumulated assets, tags, permissions and links, and most of the cost hides in the details nobody asked about during the demo. A sensible migration follows five stages, and your RFP should ask vendors to describe how they handle each one: 1. Audit and clean: archive stale assets before moving anything, since migrating clutter costs as much as migrating good content. 2. Export: confirm which formats your current agreement allows for files, metadata and reporting. 3. Map: translate folders, tags and permissions into the new structure. 4. Parallel run: keep both systems live briefly so reps can compare and report gaps. 5. Cutover: set a date, retire the old library, and redirect or replace old links. That last item deserves its own question. Your reps have already sent links to buyers, and those links may stop working when the old platform shuts off. Ask what happens to them. Export rights vary by plan and contract, and we did not find a public source that documents Highspot's export formats. Confirm them with your account team and your agreement before the RFP goes out, so you know what to ask vendors to accept. #### Pricing, Contract and Implementation Terms Request total cost of ownership over the full contract term, not a licence price. That means licences, admin seats, implementation, migration, AI add-ons, support tiers and any cap on renewal increases. Pricing for this category is typically custom-quoted, so vendors need the same inputs (user count, integrations, content volume) to produce comparable numbers. Ask for termination assistance too: how and when your data is returned if you ever leave. Almost nobody asks for this on a first purchase, and you are now learning why it matters. Keep the process tidy. Allego lists asking for references before you have chosen top vendors, and sending the RFP to dozens of vendors, among its [common RFP mistakes](https://www.allego.com/blog/sales-enablement-rfp-mistakes-to-avoid/). A handful of well-matched vendors, asked identical questions in an identical format, produces proposals you can actually compare. #### How to Score Vendor Responses Score vendors with a weighted scorecard agreed before responses arrive. Assign each criterion a weight that reflects your audit, score every vendor on the same scale, and require evidence for each score. The sample weights below are an editorial starting point, not an industry standard. Criterion Sample weight What to test Functional fit 25% Demo against your use cases Integrations 20% CRM writeback in sandbox Migration plan 15% Written scope and timeline Security and governance 15% Reports, not assertions Total cost 15% Three-year cost model Support and adoption 10% Named onboarding plan Shift the weights to match your audit. A team that lives inside its CRM should weight integrations higher, and a team with a small content library might weight migration lower. Score independently first, then compare notes, so the loudest voice in the room does not set the numbers. #### RFP Mistakes to Avoid Most RFP failures are process failures, not vendor failures. Each of these has a straightforward fix: - Writing requirements as adjectives. Replace "intuitive" and "user-friendly" with a task a rep must complete in a demo. - Skipping the audit. Without it you will pay for features nobody uses and miss the ones people depend on. - Sending the RFP to too many vendors. Allego flags dozens of recipients as a mistake, so narrow the field first. - Using an inconsistent format. Allego also warns about this; give every vendor identical questions in an identical layout. - Leaving adoption out. The best platform fails without a rollout plan, so ask each vendor for one with named owners. #### Where Paperflite Fits in a Highspot Replacement Shortlist Suppose your audit shows that reps struggle to find the right content and that marketing cannot see what buyers actually read. Paperflite is built around that problem, and it is worth including in a Highspot replacement shortlist when content discovery and content intelligence rank high on your scorecard. Three parts of the product map directly to the requirements above. Content Hub gives teams a centralized library with folder structure, categories and quick actions. AI search returns answers inside the hub, so reps ask a question rather than browsing folders. Analytics report engagement at the asset level, with adoption views for admins. Deal rooms and tracked sharing cover the buyer-facing side. The Content Hub browse view where reps find approved content. Enterprise adoption analytics showing how teams use the platform. Run the same audit against us. When a requirement leans on something you do not see in the demo, record it as a finding, not a footnote. Teams extending enablement beyond sales may also want to read [revenue enablement vs sales enablement](https://www.paperflite.com/blogs/revenue-enablement-vs-sales-enablement), since it changes who needs to sit on the evaluation committee. Bring the migration questions above to any Paperflite conversation, because they should be asked of every vendor, including us, and a demo is the quickest way to see how it works against your list. #### Conclusion Back to that renewal notice. A Highspot replacement RFP gives you something better than a gut feeling about a new logo: a documented set of requirements, a migration plan you have stress-tested, and a scorecard your committee agreed to before any vendor spoke. The Highspot replacement RFP requirements in this guide are a starting point to cut down to your own goals. Before the document goes to a single vendor, get the scorecard weights signed off by sales, marketing, RevOps and IT. The result will either show that staying with Highspot makes sense, or hand you a short list you can defend to the person who signs the contract. ## Frame ##### Renewal date approaching and a scorecard to fill in? Bring your requirements list and the migration questions above to a [Paperflite demo](https://www.paperflite.com/book-a-demo), and see how Content Hub, AI search and analytics hold up against them. ## Frame #### FAQ ##### What should a Highspot replacement RFP include? It should include your reason for switching, a current-state audit, functional and integration requirements, security expectations, migration requirements, pricing and contract terms, and a weighted scoring method with a response timeline. The migration section is the one generic templates tend to omit, so add it explicitly. ##### How long does a sales enablement platform migration take? There is no standard duration. It depends on content volume, how much metadata needs cleaning, the number of integrations and your permission structure. Ask every vendor for a phased timeline with named milestones, and treat any single number offered without stated assumptions as a sales estimate. ##### What are the must-have requirements when replacing Highspot? The must-haves come from your own audit, but most teams need centralized content with governance, fast search, CRM integration with activity writeback, asset-level analytics, tracked buyer-facing sharing and enterprise security. Training and coaching become must-haves only if your teams use them heavily today. ##### Can I export my content and analytics from Highspot? Export options depend on your plan and contract. Files are commonly easier to move than historical analytics, but check your agreement and ask your account team for supported formats in writing. Make the answer a requirement in your RFP so vendors can quote the migration accurately. ##### How many vendors should I send a sales enablement RFP to? Send it to a small, well-matched shortlist. Allego lists sending an RFP to dozens of vendors among its common mistakes, because the extra responses add review time without improving the decision. Include your current vendor so you can compare answers on equal terms. ##### Is it worth switching from Highspot after the Seismic merger? The merger alone is not a reason to switch. Seismic completed the deal on August 18, 2026 and has said little publicly about customer-level changes, so staying remains a valid choice. Run the RFP to compare options on your requirements, then decide with evidence. ##### How do I score sales enablement vendors? Use a weighted scorecard agreed before responses arrive. Typical criteria include functional fit, integrations, migration plan, security, total cost and support. Score each vendor independently against the same evidence, then compare notes as a committee. ##### How do I get started with Paperflite? Book a demo and bring your requirements list. Ask to see your own content in the Content Hub, test AI search and analytics against your use cases, and put the migration questions from this guide to the team. ## Frame #### PAPERFLITE'S CONTENT TECHNOLOGY IN ACTION ##### IT'S EASIER THAN FALLING OFF A LOG (DON'T ASK US HOW WE KNOW THAT) **REQUEST A DEMO** ## Frame © 2026 Paperflite. All rights reserved.