Research and learning
Connect sources, concepts, people, and notes through typed objects and backlinks instead of storing everything in isolated documents.
Independent tool overview
Capacities at a glance
Capacities is an object-based personal knowledge management app for individuals who want linked notes, daily planning, tasks, and optional AI in one system.
Visit the official Capacities site ↗
- Product type
- Object-based personal knowledge management
- Best suited to
- Individuals building a connected knowledge system
- Platforms
- Web, desktop, and mobile
- Free plan
- Yes
- Pro price
- $9.99 per month
- Offline support
- Yes
- AI access
- Included with paid plans, subject to a usage budget
- Collaboration
- View-only sharing; no team or organization plan
Overview
What Capacities is
Capacities replaces a folder-first note hierarchy with reusable objects such as people, books, meetings, projects, and custom types. Each object can carry properties, blocks, backlinks, tags, and collection membership, so the same information can appear in several useful contexts without being duplicated.
The free Basic plan is unusually capable, while Pro adds task management, calendar integrations, smart queries, AI, API access, and AI Chat Connectors. It is strongest as a personal thinking environment; it is not designed to be a collaborative company wiki or a shared project-management system.
Use cases
Who Capacities is best for
The strongest fit depends on the job you need the product to complete, not the size of its feature list.
Writers and creators
Develop ideas across daily notes, source objects, drafts, and projects while preserving the links between them.
Meeting and relationship notes
Create reusable person, company, and meeting objects so previous conversations and related work stay easy to find.
Daily notes and journaling
Use the daily note and calendar views as a low-friction inbox before organizing durable information.
Solo project and task context
Keep tasks next to the projects, people, and reference material that explain why the work matters.
AI-assisted retrieval
Ask questions about selected notes, analyze saved media, or connect an external AI client to a chosen space.
Capabilities
Core Capacities features
Custom object types
Model books, people, projects, meetings, ideas, or any other recurring entity with reusable properties and templates.
Block editor and backlinks
Compose flexible pages from blocks and see where each object is referenced throughout the space.
Daily notes and calendar
Capture thoughts on a page for each day, then review dated references and tasks in day, multi-day, week, or month views.
Independent spaces
Separate major areas of life or work into spaces with their own object types, tags, collections, and organization.
Collections and tags
Group objects manually with collections or apply tags across types for broader themes and statuses.
Search and discovery
Basic includes full-text search; paid plans add Smart Search, related content, and more advanced ways to surface relevant material.
Smart queries
Build dynamic views that filter and sort objects by properties, tags, dates, and other criteria.
Integrated task management
Paid users can create tasks with status, priority, deadlines, schedules, contexts, and recurring rules, then review them from a task dashboard.
Calendar and task connections
Connect calendars and send tasks to services including Todoist, TickTick, Things, Apple Reminders, Google Tasks, Microsoft To Do, or a webhook.
Flexible capture
Save material through the apps, browser tools, email, and supported messaging services such as WhatsApp and Telegram.
AI assistant
Chat with selected notes, autofill properties, suggest tags, analyze images, audio, and links, and save useful chats as objects.
API, AI connectors, and export
Pro includes API and MCP-based AI Chat Connectors, while all users can export content in formats including Markdown, Word, HTML, LaTeX, and CSV.
Process
How the Capacities workflow works
Step 1
Start with one space
Choose one coherent area, such as personal research or client work, before dividing information across multiple spaces.
Step 2
Define only essential objects
Begin with a few types you repeatedly use—perhaps people, projects, meetings, and sources—rather than designing the entire system upfront.
Step 3
Capture in the daily note
Put quick thoughts, links, and observations into today's page so structure never becomes a barrier to capture.
Step 4
Promote durable information
Turn material worth keeping into an object with a clear type, useful properties, and a descriptive title.
Step 5
Create contextual links
Link notes to the people, projects, meetings, and sources they concern so backlinks accumulate naturally.
Step 6
Add views after patterns emerge
Use collections, tags, and smart queries once you know which recurring questions the system needs to answer.
Step 7
Enable paid tools selectively
Turn on task management, AI, calendar integrations, API access, or MCP only in the spaces where they provide clear value.
Step 8
Review and back up regularly
Complete a weekly cleanup, export important spaces, and remove stale integrations or external AI connections.
Cost
Capacities pricing and free plan
Basic covers the core knowledge system. Pro adds tasks, advanced discovery, integrations, AI, and developer access; Believer provides the same core features while supporting development and receiving earlier beta access. Heavy AI users need the separate AI Power-Up.
Basic
Free
A complete personal knowledge base with unlimited spaces, objects, blocks, and custom object types.
- Sync across devices and offline support
- Full-text search and view-only sharing
- Full import and export
- 5 GB of initial media storage, followed by 100 MB of new uploads per month
Pro
$9.99 per month
Adds the productivity, discovery, integration, and AI features intended for regular power users.
- Task management and task actions
- Calendar integrations, Smart Search, smart queries, and related content
- AI assistant with a monthly usage budget
- API access, extensions, and AI Chat Connectors
Believer
From $12.49 per month
Includes the Pro feature set, earlier access to major betas, and additional support for the independent team.
- Same production features as Pro
- Beta access to major upcoming features
- Designed for customers who want to support long-term independent development
Pro+ / Believer+ AI Power-Up
$8.33 per month, billed annually
An optional add-on for paid subscribers who need a substantially larger AI allowance.
- Requires an active Pro or Believer subscription
- Raises the included monthly AI budget
- Enables AI top-ups and optional automatic top-ups
Pricing checked . Check current pricing at the source ↗
Assessment
Capacities strengths and limitations
Where it stands out
- The object model makes recurring information more structured than ordinary note pages without requiring a traditional database interface.
- Basic includes the essential editor, custom types, sync, offline access, search, and export at no charge.
- Open export formats reduce lock-in and make a practical backup routine possible.
- Daily notes provide an easy capture layer while backlinks and properties preserve deeper context.
- Tasks can link directly to projects, people, and other knowledge objects.
- The product remains deliberately focused on individual knowledge work rather than expanding into every team-workspace use case.
- AI can be disabled globally or for selected spaces, and users can choose among available model providers.
- API and MCP connections make the knowledge base useful beyond the first-party interface.
What to consider
- The object-first mental model has a steeper learning curve than a simple notes app.
- It is easy to over-design object types and properties before a real organizational need appears.
- Spaces are intentionally separate, so ordinary links and search do not span them.
- Capacities is built for individuals and does not offer team or organization plans.
- Sharing is view-only rather than a mature real-time collaborative wiki experience.
- Task management is a paid, still-evolving feature rather than a replacement for every dedicated task manager.
- Tasks do not currently support reminders.
- Capacities tasks do not sync into an external calendar; the in-app calendar shows them.
- Tasks cannot be placed in collections, and formal subtasks are not yet a dedicated hierarchy.
- The included AI allowance is designed for light or occasional use; frequent media analysis or chat may require the Power-Up.
- AI answers, suggested tags, and extracted properties can be incomplete or wrong and need review.
- When AI is used, relevant selected content is sent to the chosen model provider to produce the response.
- Saved AI conversations become objects in the knowledge base and should be managed like other stored content.
- An MCP connector can read from and write to the selected space, so external clients should receive the narrowest practical access and be disconnected when no longer needed.
- Bring-your-own-key support is being discontinued in favor of Capacities' included AI and external AI Chat Connectors.
- Offline support does not mean the service is local-only or end-to-end encrypted.
- The free plan has a limited ongoing media upload allowance.
- Exports should be tested on a representative space because complex formatting, attachments, and links may not reproduce perfectly in every destination.
Compare
Capacities alternatives
The right alternative depends on the specific output, workflow, controls and budget your project requires.
Project Management
Notion AI
Choose Notion when shared workspaces, collaborative databases, documents, and team workflows matter more than a personal object-based knowledge model.
Explore Notion AI →Content Creator
Recall
Choose Recall when the priority is quickly summarizing and connecting saved web content in a knowledge graph.
Explore Recall →Consulting
Saner AI
Choose Saner AI when you want an AI-forward personal knowledge and task workflow with a simpler capture-and-retrieval emphasis.
Explore Saner AI →Questions
Capacities FAQs
What is Capacities?
Capacities is a personal knowledge management app that organizes information as typed objects—such as people, books, projects, and meetings—connected through links, properties, tags, and collections.
Is Capacities free?
Yes. Basic is free and includes unlimited spaces, objects, blocks, and custom object types, plus sync, offline support, full-text search, import, and export. Paid plans add tasks, integrations, advanced discovery, AI, API access, and related features.
How are objects different from folders?
An object represents a reusable entity with a type and properties. It can be linked from many notes and appear in several views or collections, while a folder normally gives a file only one fixed location.
What can Capacities AI do?
The paid AI assistant can work with selected notes, help populate properties and tags, analyze supported media, and preserve conversations as objects. Available providers and models may include OpenAI, Anthropic, Google, or xAI options.
Does Capacities use my notes to train AI models?
Capacities says its enterprise API agreements prohibit model providers from training on submitted user data. Relevant content is still processed by the selected provider when an AI feature is invoked, so users should review the current privacy terms and avoid sending material they are not permitted to share.
Does Capacities work offline?
Yes, offline support is included. Changes can synchronize when connectivity returns, but users should still maintain exports of important spaces.
Can Capacities replace a task manager?
It can handle contextual personal tasks, recurring work, priorities, deadlines, schedules, and external task actions. It currently lacks reminders and some advanced hierarchy and integration behavior, so demanding task workflows may still need a dedicated app.
Can teams collaborate in Capacities?
Capacities is designed for individuals. It supports view-only sharing but does not currently offer team accounts or the full co-editing, permissions, and administration expected from a company wiki.
Can I export my Capacities data?
Yes. Capacities supports database export to CSV and content export to formats including Markdown, Microsoft Word, HTML, and LaTeX. Test exports periodically so you know how your particular content transfers.
Bottom line
Our Capacities verdict
Capacities is one of the strongest choices for an individual who wants notes to behave like a connected system of people, projects, sources, and ideas. Its generous free plan makes the core model easy to test, while Pro is most compelling for users who will genuinely use tasks, queries, integrations, AI, or external connectors. People who primarily need real-time team collaboration should look elsewhere.
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