Quick Start
This guide covers every Capacities feature:
- Getting Started — Create your account and set up your first notes
- How to Use Capacities Notes — Write and organize your thoughts as objects
- How to Use Capacities AI — Get AI-powered help with your knowledge base
- How to Use Contextual Backlinking — Link notes and build a network of ideas
- How to Use Powerful Search Tool — Find any note in seconds
- How to Use Quick Capture — Save thoughts before they disappear
- How to Use Calendar Integration — Connect your schedule to your notes
- How to Use Block Linking — Reference specific blocks across pages
- How to Use Custom Object Types — Create your own note categories
- How to Use Capacities Templating — Speed up your workflow with reusable templates
Time needed: 5 minutes per feature
Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives
Why Trust This Guide
I’ve used Capacities for over 12 months and tested every feature covered here. This how to Use Capacities tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.
Capacities is one of the most powerful note taking app options available today.
But most users only scratch the surface of what it can do.
This guide shows you how to use capacities step by step.
Every feature explained with screenshots and tips.
Whether you’re a student, writer, researcher, or founder — this tutorial covers it all.
By the end, you’ll understand every tool in the app.
Capacities Tutorial
This complete Capacities tutorial walks you through every feature step by step, from getting started to advanced tips that will make you a power user.
Capacities
Organize your thoughts, ideas, and projects in one connected space. Capacities helps you build a personal knowledge base using objects instead of folders. Start free — no credit card required.
Getting Started with Capacities
Before using any feature, complete this one-time setup.
It takes about 3 minutes.
The getting started process makes sense once you understand how Capacities works.
Let’s walk through each step now.
Step 1: Create Your Account
Go to capacities.io in your browser.
Click “Get Started” on the homepage.
Enter your email and create a password.
You can also sign up using your Google account for faster access.
✓ Checkpoint: Check your inbox for a confirmation email.
Step 2: Download or Access the App
Capacities works on web, Mac, Windows, iOS, and Android.
Download the desktop app or use the web version.
The desktop app gives you offline access and global shortcuts.
Log in with your new account.
The app opens to your daily note by default.
Here’s what the dashboard looks like:
✓ Checkpoint: You should see the main dashboard with daily notes.
Step 3: Complete Initial Setup
Choose your preferred object types during onboarding.
The app provides built-in templates to help you get started.
Create your first daily note to learn the editor.
You can watch video tutorials in the community to learn faster.
The onboarding process walks you through the basics step by step.
Take a few minutes to explore the sidebar and settings.
✅ Done: You’re ready to use any feature below.
How to Use Capacities Notes
Capacities Notes lets you create and organize your thoughts as connected objects.
This is the core of the app and the first thing most people use.
The way Capacities handles notes is different from traditional apps in the world of note taking.
Instead of making pages in folders, you create objects with types.
Here’s how to use it step by step.
Watch Capacities Notes in action:
Now let’s break down each step.
Step 1: Open Your Daily Note
Click the daily note icon in the sidebar.
Your daily note opens automatically each day.
Start typing to capture any thoughts or ideas.
Daily notes are the best way to build a consistent writing habit.
Everything you write here can be linked to other objects later.
Step 2: Create a New Object
Press the “+” button or use the command palette.
Select an object type like Person, Book, or Project.
Here’s what this looks like:
✓ Checkpoint: Your new object appears with its own page.
Step 3: Add Content and Properties
Write your notes inside the object page.
Add properties like tags, dates, or custom fields.
Each object type can have its own unique properties and layouts.
You can embed images, files, and even other objects inside your notes.
The editor supports markdown formatting for fast writing.
✅ Result: You have organized notes grouped by object type.
💡 Pro Tip: Start with daily notes and add object types as you need them. Your system will grow naturally over time.
How to Use Capacities AI
Capacities AI lets you get smart answers based on your own knowledge base.
The AI assistant is one of the most helpful features for power users.
It does not give generic answers like ChatGPT or other tools.
Instead, it reads your actual notes and responds with real context.
Here’s how to use it step by step.
Watch Capacities AI in action:
Now let’s break down each step.
Step 1: Open the AI Assistant
Click the AI icon in the sidebar or use the keyboard shortcut.
The capacities help assistant panel opens on the right.
This feature requires a Pro or Believer plan.
Step 2: Ask a Question or Give a Command
Type your question in the AI chat box.
The AI reads your notes and responds with context.
Here’s what this looks like:
✓ Checkpoint: You see a relevant answer based on your own content.
Step 3: Use AI to Summarize or Generate Ideas
Ask the AI to summarize long notes or create new content.
It can also help you connect related ideas across objects.
Use AI to learn from your existing knowledge faster.
The more notes you write, the smarter the AI responses become.
This is one of the features that sets Capacities apart in the world of note taking apps.
✅ Result: You get helpful AI answers drawn from your personal notes.
💡 Pro Tip: The AI works best when your notes are detailed. The more content you add, the smarter it becomes.
How to Use Capacities Contextual Backlinking
Contextual Backlinking lets you link notes together and see where each link came from.
This feature is what makes Capacities truly powerful for building knowledge.
Every time you connect two notes, the system creates a two-way link.
That makes it much easier to rediscover information weeks or months later.
Here’s how to use it step by step.
Watch Contextual Backlinking in action:
Now let’s break down each step.
Step 1: Type @ to Link an Object
While writing, type @ followed by the object name.
Select the correct object from the dropdown.
Every link creates a backlink, allowing you to trace connections.
You can link to any object type — people, books, meetings, or custom types.
Step 2: Check the Backlinks Panel
Open any object and scroll to the bottom.
You’ll see every place that links to this object.
Here’s what this looks like:
✓ Checkpoint: You see a list of backlinks with context.
Step 3: Explore the Graph View
Open the graph view to see all connections visually.
The graph view helps you understand relationships at a glance.
Click any node to jump directly to that object.
✅ Result: Your notes form a connected network of information.
💡 Pro Tip: Link generously. The more you connect your notes, the easier it becomes to rediscover information later.
How to Use Capacities Powerful Search Tool
Powerful Search Tool lets you find any note or object in seconds.
As your knowledge base grows, search becomes essential.
The search works across titles, content, and properties.
Here’s how to use it step by step.
Watch Powerful Search Tool in action:
Now let’s break down each step.
Step 1: Open the Search Bar
Press Ctrl+K (or Cmd+K on Mac) to open search.
The command palette appears at the top of the screen.
Start typing your search term right away.
Step 2: Filter Your Results
Use filters to narrow results by object type.
You can also filter by date or tags to find what you need.
The search understands your content and shows relevant matches.
Here’s what this looks like:
✓ Checkpoint: You see filtered results matching your query.
Step 3: Jump to the Result
Click any result to open that object instantly.
The search works across all your notes and objects.
It makes finding information much easier than browsing manually.
✅ Result: You found exactly what you needed in seconds.
💡 Pro Tip: Use specific keywords from your notes for faster results. The search checks titles, content, and properties.
How to Use Capacities Quick Capture
Quick Capture lets you save thoughts instantly before they disappear.
Great ideas come at unexpected moments throughout the day.
Quick Capture means you never lose a thought again.
Here’s how to use it step by step.
Watch Quick Capture in action:
Now let’s break down each step.
Step 1: Trigger Quick Capture
Use the global shortcut from anywhere on your device.
A small input box appears over your current app.
No need to open Capacities first to capture new content.
You can set up your own custom shortcut in the app settings.
Step 2: Type Your Note
Write your thought, idea, or link in the capture box.
You can also choose which object type to save it as.
Here’s what this looks like:
✓ Checkpoint: Your note appears in the capture box ready to save.
Step 3: Save and Continue Working
Press Enter or click Save to store the note.
The capture closes and you return to your previous app.
Your captured note lands in the right place automatically.
You can review and organize captured notes later from your daily note.
✅ Result: Your idea is saved without breaking your workflow.
💡 Pro Tip: Set up quick capture on your phone too. Great ideas often come when you’re away from your desk.
How to Use Capacities Calendar Integration
Calendar Integration lets you connect your schedule to your notes.
Seeing your meetings and notes in one view makes sense for busy professionals.
No more switching between apps to find meeting context.
Here’s how to use it step by step.
Watch Calendar Integration in action:
Now let’s break down each step.
Step 1: Connect Your Calendar
Go to Settings and find the Calendar section.
Connect your Google Calendar or other supported calendar.
Grant the necessary permissions to sync events.
Step 2: View Events in Your Daily Note
Open your daily note to see today’s events.
Calendar events appear alongside your notes and tasks.
Here’s what this looks like:
✓ Checkpoint: You see your calendar events inside Capacities.
Step 3: Link Meeting Notes to Events
Click any event to create meeting notes for it.
Link attendees, agendas, and action items directly.
Your meeting context stays connected to the right date.
Before any meeting, you can read all related notes in one place.
✅ Result: Your calendar and notes live in one view.
💡 Pro Tip: Before any meeting, check the linked object to see all related notes and previous meetings with the same people.
How to Use Capacities Block Linking
Block Linking lets you reference specific blocks across different pages.
This is perfect for making connections between related content.
Instead of copying text, you link to the original block directly.
Here’s how to use it step by step.
Watch Block Linking in action:
Now let’s break down each step.
Step 1: Select a Block to Link
Hover over any block in your note.
Click the block handle on the left side.
Choose “Copy Block Link” from the menu.
Step 2: Paste the Block Reference
Navigate to where you want to reference that block.
Paste the block link to create a reference.
The referenced block appears as a preview inline.
Here’s what this looks like:
✓ Checkpoint: You see the referenced block inline.
Step 3: Click to Navigate
Click the block reference to jump to the original.
Changes to the original block update everywhere.
This keeps your information consistent across all notes.
Block linking is especially useful for status updates and shared definitions.
✅ Result: Specific blocks are referenced across pages.
💡 Pro Tip: Use block linking for recurring project updates. Reference the same status block in multiple places.
How to Use Capacities Custom Object Types
Custom Object Types lets you create your own note categories for any use case.
The built-in types cover common needs like books, people, and meetings.
But the real power comes when you build types for your own world.
Here’s how to use it step by step.
Watch Custom Object Types in action:
Now let’s break down each step.
Step 1: Open Object Type Settings
Go to Settings and select “Object Types.”
You’ll see all existing types like Person, Book, and Meeting.
Click “Add New Object Type” to create your own.
Step 2: Define Properties and Layout
Name your object type and add custom properties.
Choose from text, date, tags, or relation properties.
Here’s what this looks like:
✓ Checkpoint: Your new object type appears in the creation menu.
Step 3: Start Creating Objects
Use your new type to create notes with that structure.
All objects of the same type are grouped automatically.
As users become comfortable, they can refine their types over time.
This is what makes Capacities unique compared to other note apps.
Your entire system adapts to the way you think and work.
✅ Result: You have a custom system tailored to your workflow.
💡 Pro Tip: Don’t over-create object types at the start. Begin with 3-4 types and add more as your system grows.
How to Use Capacities Templating
Templating lets you speed up your workflow with reusable templates.
Templates save you from recreating the same structure over and over.
They are especially helpful for recurring tasks like meeting notes or book reviews.
Here’s how to use it step by step.
Watch Templating in action:
Now let’s break down each step.
Step 1: Create a Template
Open any object type and click “Create Template.”
Add the structure you want to repeat every time.
Include headings, properties, and placeholder text.
You can create different templates for each object type.
Step 2: Apply the Template
When creating a new object, select your template.
The structure fills in automatically for you.
Here’s what this looks like:
✓ Checkpoint: Your new object has the template structure applied.
Step 3: Customize and Save
Fill in the template fields with your specific content.
You can modify the template any time for future objects.
Templates make creating new content much faster.
Over time, your templates become the backbone of your workflow.
Many users build templates for weekly reviews, reading notes, and project planning.
✅ Result: You created a note with a consistent structure in seconds.
💡 Pro Tip: Build templates for meeting notes, book summaries, and project briefs. They save hours over time.
Capacities Pro Tips and Shortcuts
After testing Capacities for over 12 months, here are my best tips.
These tips will help you avoid common pitfalls and work faster.
Keyboard Shortcuts
| Action | Shortcut |
|---|---|
| Open Search | Ctrl+K / Cmd+K |
| Quick Capture | Global Shortcut (customizable) |
| Create New Object | Ctrl+N / Cmd+N |
| Toggle Sidebar | Ctrl+\\ / Cmd+\\ |
| Open Daily Note | Ctrl+D / Cmd+D |
| Bold Text | Ctrl+B / Cmd+B |
Hidden Features Most People Miss
- Outliner Mode: Switch to outliner mode for structured, hierarchical note taking. It enhances focus and makes organizing easier.
- Graph View Filters: Filter the graph view by object type to see only the connections that matter for your current project.
- Email to Capacities: Forward emails directly into your knowledge base. Great for saving email content without copy-pasting.
- Readwise Integration: Import your book highlights from Kindle or Readwise. Each highlight becomes a connected object you can build on.
- Command Palette: Press Ctrl+K to access every action without touching the mouse. Navigate, create, and search from one place.
Capacities Common Mistakes to Avoid
Mistake #1: Creating Too Many Object Types Too Early
New users often try to build a perfect system on day one.
This leads to confusion and wasted effort before you even start writing.
❌ Wrong: Building 15 custom object types before you even have 20 notes.
✅ Right: Start with the built-in types and only create new ones when you feel the need.
Mistake #2: Not Linking Your Notes
The whole point of Capacities is connected thinking.
Writing notes without links defeats the purpose of using this app.
❌ Wrong: Writing notes in isolation without connecting them to related objects.
✅ Right: Use @ mentions to link every note to relevant people, projects, or ideas.
Mistake #3: Trying to Recreate a Folder Structure
Many users come from Notion or Evernote and expect folders.
Capacities works differently — and that’s the end of the debate once you try it.
❌ Wrong: Forcing a hierarchical folder system into Capacities.
✅ Right: Trust the object-based system. Let your notes organize themselves through types and links.
Capacities Troubleshooting
Problem: Notes Not Syncing Across Devices
Cause: Poor internet connection or outdated app version.
Fix: Check your internet, update the app to the latest version, and restart. If the error persists, log out and log back in to force a full sync.
Problem: AI Assistant Not Responding
Cause: You may be on the Free plan, which does not include AI features.
Fix: Upgrade to Pro or Believer plan to access the AI assistant. Check your subscription status in Settings to confirm your plan level.
Problem: Calendar Events Not Appearing
Cause: Calendar permissions not granted or sync not enabled.
Fix: Go to Settings, reconnect your calendar, and make sure you granted all permissions. Refresh the app and wait a few minutes for events to appear.
Problem: Objects Not Showing in Graph View
Cause: Objects need at least one link to appear in the graph.
Fix: Add @ mentions or backlinks to your objects. The graph only shows connected items, so unlinked notes will not be visible until you link them.
📌 Note: If none of these fix your issue, contact Capacities support or visit the community forum.
What is Capacities?
Capacities is a note taking app designed to provide a calm and personal space for organizing your knowledge.
Think of it like a studio for your mind where every thought becomes a connected object.
In Capacities, notes are organized using objects and object types instead of files and folders.
The app does not use complex folder structures or hierarchical systems.
Instead, you create notes based on what they are — a person, a book, a post, or an idea.
Capacities reduces the cognitive load of maintaining a note-taking system.
Users do not need to think about where notes live, only where they’re useful.
The object-based approach is different from how most apps in the world handle notes.
But once you understand the concept, it makes sense right away.
I love how it removes the friction of organizing and lets you focus on thinking.
There are many video tutorials available to help you learn the system quickly.
The community also shares helpful tips and workflows regularly.
Making the switch from a traditional note app takes about a week of daily use.
Watch this quick overview:
It includes these key features:
- Capacities Notes: Write and organize thoughts as connected objects with custom properties.
- Capacities AI: An AI assistant that reads your notes and gives context-aware answers.
- Contextual Backlinking: Every link creates a backlink so you always see where connections come from.
- Powerful Search Tool: Find any note across your entire knowledge base in seconds.
- Quick Capture: Save thoughts from anywhere without switching apps.
- Calendar Integration: See your schedule alongside your daily notes and tasks.
- Block Linking: Reference specific content blocks across different pages.
- Custom Object Types: Build your own note categories with unique properties.
- Templating: Speed up your workflow with reusable note templates.
The company was founded by MediaLab Bayern alumni Steffen Bleher and Michael von Hohnhorst in 2022.
It’s based in Germany and is 100% founder-owned with no outside investors.
The development team ships updates frequently based on community feedback.
Your data is stored in certified EU data centers with industry-standard encryption.
You can export all your data to standard formats at any time.
There is no vendor lock-in — if you leave, your knowledge comes with you.
Users around the world trust Capacities for their daily note taking needs.
The app works on web, macOS, Windows, iOS, and Android.
For a full review, see our Capacities review.
Capacities Pricing
Here’s what Capacities costs in 2026:
The pricing structure is simple with just three plans.
The Free plan is generous enough for most individual users.
| Plan | Price | Best For |
|---|---|---|
| Free | $0 | Individual users who want to try note taking with objects |
| Pro | $9.99/month | Power users who need AI, calendar, and advanced features |
| Believer | $12.49/month | Early supporters who want beta access to new features |
Free trial: Yes, the Free plan is permanent with unlimited notes, objects, and device sync.
Money-back guarantee: No commitment — cancel anytime and go back to the Free plan.
💰 Best Value: Pro at $9.99/month — it unlocks AI, calendar integration, unlimited media storage, and all advanced features at a fair price.
Capacities vs Alternatives
How does Capacities compare? Here’s the competitive landscape:
Each tool below takes a different approach to organizing knowledge.
The right choice depends on your specific needs and workflow.
| Tool | Best For | Price | Rating |
|---|---|---|---|
| Capacities | Object-based personal knowledge | $0-$12.49/mo | ⭐ 4.2 |
| Notion | All-in-one team workspace | $0-$20/mo | ⭐ 4.3 |
| Anytype | Privacy-first local storage | Free | ⭐ 4.4 |
| Craft | Beautiful Apple-native documents | $0-$8.99/mo | ⭐ 4.5 |
| ClickUp | Project management with docs | $0-$12/mo | ⭐ 4.3 |
| Coda | Docs that work like apps | $0-$36/mo | ⭐ 4.2 |
| XTiles | Visual tile-based workspace | Free-$8.99/mo | ⭐ 4.3 |
| AFFiNE Pro | Open-source block editing | Free | ⭐ 4.1 |
| Obsidian | Local Markdown knowledge base | Free-$8/mo | ⭐ 4.6 |
Quick picks:
- Best overall: Capacities — perfect for individual knowledge workers who love connected thinking
- Best budget: Obsidian — completely free with powerful community plugins
- Best for beginners: Craft — the cleanest interface with the shortest learning curve
- Best for teams: Notion — the strongest collaboration and database features
🎯 Capacities Alternatives
Looking for Capacities alternatives? Here are the top options:
- 🚀 Notion: The most popular all-in-one workspace with databases, wikis, and team collaboration. Best for teams who need everything in one place.
- 🔒 Anytype: Privacy-focused and local-first with end-to-end encryption and peer-to-peer sync. Your data never leaves your device unless you choose it.
- 🎨 Craft: Beautifully designed documents perfect for Apple users who love clean visual note taking. The design is simply stunning.
- ⚡ ClickUp: A full project management platform with docs, tasks, whiteboards, and dashboards. Ideal for teams managing complex projects.
- 🧠 Coda: Blends docs and spreadsheets into a flexible workspace with automation, formulas, and interactive buttons for custom workflows.
- 🌟 XTiles: A visual tile-based workspace for organizing ideas with boards and nested pages. Great for visual thinkers and spatial organizers.
- 💻 AFFiNE Pro: Open-source tool combining block editing, whiteboard canvas, and graph-based knowledge views. Free to self-host.
- 📊 Obsidian: Local Markdown files with powerful backlinking, graph views, and over 1,000 community plugins. Completely free for personal use.
For the full list, see our Capacities alternatives guide.
⚔️ Capacities Compared
Here’s how Capacities stacks up against each competitor:
- Capacities vs Notion: Capacities is better for personal knowledge management with its object-based approach. Notion wins for team collaboration, databases, and project management at scale.
- Capacities vs Anytype: Both use an object model, but Anytype stores data locally with peer-to-peer sync. Capacities offers better AI and a more polished user experience overall.
- Capacities vs Craft: Craft has a more polished visual design and works beautifully on Apple devices. Capacities offers deeper object linking, graph views, and AI-powered search.
- Capacities vs ClickUp: ClickUp is a full project manager with notes as a secondary feature. Capacities is a dedicated note app with light task management built in.
- Capacities vs Coda: Coda acts like a doc-spreadsheet hybrid with powerful automations. Capacities focuses purely on connected knowledge and personal thinking.
- Capacities vs XTiles: XTiles uses visual boards and tiles for spatial organization. Capacities uses objects and backlinks for deeper contextual connections between notes.
- Capacities vs AFFiNE Pro: AFFiNE combines block editing with whiteboard features and is open-source. Capacities is more polished and stable for everyday daily use.
- Capacities vs Obsidian: Obsidian stores everything as local Markdown files with 1,000+ community plugins. Capacities offers a friendlier UI with cloud sync and built-in AI.
Start Using Capacities Now
You learned how to use every major Capacities feature:
- ✅ Capacities Notes — write and organize thoughts as connected objects
- ✅ Capacities AI — get context-aware answers from your own notes
- ✅ Contextual Backlinking — build a network of linked ideas
- ✅ Powerful Search Tool — find any note across your knowledge base
- ✅ Quick Capture — save thoughts from anywhere instantly
- ✅ Calendar Integration — connect your schedule to your daily notes
- ✅ Block Linking — reference specific blocks across pages
- ✅ Custom Object Types — create categories tailored to your needs
- ✅ Templating — speed up recurring workflows with reusable structures
Next step: Pick one feature and try it now.
Most people start with Capacities Notes and daily notes.
It takes less than 5 minutes to get started.
Once you start building your knowledge base, you’ll love how it all connects.
Read our full tutorials and guides to go even deeper into each feature.
Frequently Asked Questions
What is the Capacities app used for?
Capacities is a note taking app for organizing your thoughts, ideas, and projects using connected objects instead of folders. It works as a personal knowledge base where everything links together naturally.
How to use Capacities for research?
Create object types for sources, authors, and topics. Link your notes to these objects as you read. Use the graph view to find connections between research papers and the AI to summarize findings.
How much does the Capacities app cost?
Capacities has three plans: Free ($0) with unlimited notes and sync, Pro ($9.99/month) with AI and calendar, and Believer ($12.49/month) with early access to new features. No credit card needed for Free.
How to use AI in Capacities?
Open the AI panel from the sidebar on a Pro or Believer plan. Ask questions about your notes, request summaries, or generate new ideas. The AI reads your entire knowledge base for context-aware answers.
Is the Capacities app good for students?
Yes. Students can use the Free plan for unlimited notes and organize lectures, assignments, and research by object type. The backlinking and graph view help connect concepts across courses.
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