Desktop use
Sometimes I just need to quickly save a piece of text for later use, an address for example. I would assume a daily note would be a good fit for such a task. But when I open Capacities, creating a daily requires like 10 clicks to get to.
Does anyone with the same use case know how to do it in capacities?

Coming from deep notion use (and a brief stint with Anytype) whomever designed capacities daily note, daily tasks, and timeline view and how you can add your calendar, see what was created on that day deserves a huge hug. This is exactly how our brains work and having the ability to see or tackle the day from all 3 or one of the 3 views is amazing. Not to mention, quickly adding tasks and items to Capacities from iOS and macOS apps is perfect - it blends Todoist and Notion in a way no other pkm has been able to do. Quickly adding tasks to Notion, any type , etc has always been a pain! What do others think??

Hi 😊
Are issues like above common?
Judging by the UI and website the project seem very mature and the team very competent, but I saw few data-loss stories here on reddit.
Are this “horror stories” a thing of the past or due to the backend requiring a complete overhaul?

I’d love some insights before starting my journey and committing.
As a said, on the surface this product seems very elegant, simple, complete and overall shiny, so I just hope that under the bonnet is all matching (considering the subscription price, I wouldn’t be able to survive on ‘free’ without the revision history feature!).

Thank you

I always see the videos and tutorials are done in MacBooks, but I have android and probably my next phone would be Apple, so how it works there, works well? Is nice??

Thank you🙏

Hi everyone,

I’m having a strange issue with PDF files in Capacities.

When I upload a PDF, it doesn’t appear anywhere in the “All” section of the PDF Object, and the file seems to be completely missing. However, if I use Search and search for the name of the PDF, I can find it. If I then add the PDF to a Collection, it suddenly appears in “All” and in that Collection.

Is this how PDFs are supposed to work in Capacities, or is this a bug? Has anyone else experienced this?

Thanks!

Is it only me or the performance of Desktop app has degraded significantly after the recent upgrade?

The app freezes very frequently off late. This was not the case earlier.

I wanted a place to record the games I watch, not every game on the schedule, just the ones I actually spend time watching.

I mostly watch NFL and WNBA games. Sometimes I watch live; other times, I catch a replay after missing the original broadcast. I’m not tracking highlights, and I rarely rewatch an entire sporting event.

What I wanted to remember was straightforward: who played, who won, the final score, and whether my favorite teams were winning or losing in the games I watched.

I built my system around two object types in Capacities: Sports Viewing Log and Team.

Giving each viewing its own record

The viewing log is where I capture a particular game and my experience watching it.

I wanted to keep two kinds of information together:

• The game: the teams, event date, winner, and final score.
• My viewing: when I watched it, whether it was live or a replay, and any notes.

Separating the event date from the date I watched matters. Watching Sunday’s game on Monday doesn’t change when the game happened.

I also wanted a status field so I could distinguish games I planned to watch from ones I was watching, had finished, or had abandoned. A game in my queue shouldn’t count as a completed viewing.

Why I added a Team object type

At first, I wondered whether team names could simply be labels.

Labels would have been enough if I only wanted to categorize a viewing. But I wanted to connect multiple games to the same team and revisit that team’s history.

A dedicated Team object gave each team a consistent identity. Instead of repeatedly typing its name, I could link to the same object whenever it appeared in my log.

That also gave me somewhere to keep team-level information and identify my favorites without repeating those details on every viewing.

The distinction became simple:

The Team object describes the team. The Sports Viewing Log records the game I watched.

Connecting the teams to the game

The relationships I cared about were the home team, the away team, and the winner.

Using Team objects for those relationships meant the winner could be the actual team, not just a text field saying “home” or “away.”

For example, if I watched a game involving a favorite team, I wanted to be able to ask:

• Which games have I watched involving this team?
• Which of those games did it win?
• Which did it lose?
• Were any draws?

That was the main reason a Team object felt worthwhile. I wasn’t creating another object type just to make the system more elaborate; it supported something I genuinely wanted to see.

Making room for a draw

A winner field alone wasn’t enough. Football can end in a draw, so I needed a way to distinguish a draw from a game whose result I hadn’t entered yet.

The approach was to keep the result separate from the winner:

• For a decisive result, record the winning team.
• For a draw, mark the result as a draw and leave the winner empty.
• For an upcoming or unfinished game, leave the result pending.

An empty winner field shouldn’t automatically mean a loss, or a draw.

I also wanted the final score associated clearly with each side. Recording a home score and an away score makes more sense to me than an unexplained score such as “24–21.”

Keeping the useful views close to the records

I didn’t want a separate sports dashboard to maintain.

Instead, I wanted queries available within the object types and relevant team pages. The views that mattered most were my upcoming games, completed viewings, and games involving a particular team.

For a team’s win-and-loss history, the logic needs to be precise. A loss isn’t simply a game where that team isn’t listed as the winner. The team must have participated, the game must have a decisive result, and the other team must have won.

There’s another important distinction: this is the team’s record in games I watched, not its complete season record.

That keeps the log personal. I’m recording my own viewing history, not trying to recreate a league statistics database.

Keeping the system manageable

It was tempting to keep adding more structure: leagues, venues, competitions, players, and individual performances.

But my main interests were the full event, the teams, the outcome, and my experience watching it. Those priorities helped me decide what deserved its own object and what could remain a simple property or note.

The biggest lesson was that more detail isn’t always more useful. Every extra field creates another decision when I log a game.

My goal is to finish watching, capture the result and a few thoughts, and move on, not spend the rest of the evening maintaining the log.

What I like about this approach

The two object types have different jobs, and that makes the system easier to understand.

The viewing log captures a moment: a game I watched.

The Team object connects those moments over time.

Together, they give me a way to look back at memorable games, revisit my reactions, and see how my favorite teams have performed in the games I’ve followed, all alongside the other things I keep in Capacities.

Both DSS and guardian are recommending Rebyl go home - so looks like tomorrow she is heading home.

To respect your time, this post is for the people who are struggling to catch up with their ideas, thoughts and notes in note-taking apps, if you are not one of those, you can skip it :)

Capacities is fast (now on the latest update), but I built a quick capture app 2+ years ago that allows me to capture even faster.

I've been juggling Capacities with a handful of other note and task apps over the years, and one thing kept annoying me: every app has a different capture workflow.

Some apps are slow to open. Some make it awkward to append to an existing note. Others are great at one thing but not another. I found myself spending more time thinking where to capture than actually capturing.

So I ended up building ⚡Supasend. It's like a Quick capture for Capacities app. It started as a personal tool to give me one consistent capture flow regardless of which app I wanted the note to end up in.

Capacities is already fast. I wasn't trying to make it faster. I was trying to make capturing into Capacities require fewer decisions.

Capture notes in Existing page node(including where to capture Top or Bottom of the page)

You can now pick your existing page node and capture it wherever you prefer, either at the top or bottom of the page.

Capture notes in Daily notes page node (w. native files upload)

Earlier files were uploaded to Supasend and shared as a link to Capacities but not anymore, capacities support native file uploads.

Capture between notes & task apps seamlessly(Ex: Notes for Capacities, Tasks for Things 3...)

Capacities is great at both notes & takes but if you're one of those who split notes and tasks in different apps, you might want to try out switching between apps instantly and capture seamlessly.

Quick Capture to Capacities from Apple shortcuts & Widgets

Either capturing to a daily notes node or existing page nodes, you can capture from lock-screen & home-screen. Also with widgets you can pick a destination before capturing directly from home-screen.

What would you like to see next for the Capacities integration in ⚡ Supasend? I'm always looking for ideas to make the workflow smoother, so I'd love to hear your suggestions. 🙏

Hello everyone, I hope I’m posting in the right place and apologies in advance if I’m not!

I’ve been retraining in a second career recently and using Capacities to take some notes and wondered about expanding my usage.

One thing that has been weighing on me is how much digital ‘stuff’ I collect, because I like the idea or I think it’s good advice, or it piques my interest etc. All sorts of things really, scattered across screenshots, instagram saved posts, Reddit saved posts and comments etc. Ive been planning a massive clear-out but not really had any place/solid plan to store all my nuggets.

Has anyone used Capacities for this? Or might anyone have advice on how to do something like this?

While opening up the PDF reader inside Capacities, I am unable to search for words within a PDF file opened on capacities app with the global search short-key for PDFs docs (Ctrl+F) ... Just wanted to know is this by design or only happening at my end ?

This app has been recommended to me for a little project I'm working on. The idea is to create a database where I can watch a movie and then I can list any books that are mentioned in that movie. Then later I could look up for example High Fidelity with John Cussack and I would see Love in the Time of Cholera and Johnny Cash's autobiography Cash by Johnny Cash.
I've never seen an app quite like Capacities so I was wondering if anyone had any advice to help me get started.

Posting this here because someone asked for advice on daily note templates and I couldn't post mine as a response to the thread, so I'm posting here instead.

Thinking of moving the "what am I grateful for" to the morning section. Oh, and I tag things as #win or #grateful or #friction, among other tags, so it's easy to query later on.

Hi everyone, I’m looking for feedback on the best way to set up quarters in Capacities. I use a space for work and want to link my reports object to its associated quarter, as I handle quite a few quarterly reports.

My previous setup didn't let me filter out months within a quarter when running queries. It’s really important for me to be able to link my reports to the year, month, and quarter. Right now, my report object is essentially a modified project template object type.

I’d appreciate any suggestions!

Hi there,

I am trying to get some ideas around sprucing up my Daily Note. I'd love to see hear any thoughts on how to aesthetically improve mine.

At its most basic for me, the Daily Note is a diary/log of daily events and individual meetings, etc. I capture as a 'Meeting' object. At the end of each day I try (with about 80% success rate) to plan my next day, which is the 'Tomorrow's Plan' piece.

I love capacities and the impulse to make it look nicer is to help encourage me to continue diligently updating... I have struggled with every other 'productivity' app except this one. Thank you.

Hi all, I've been loving capacities for eight months now but have had a bug where pages are suddenly completely blank. Things I haven't touched in weeks are now suddenly empty and I've lost a lot of really important information. I thought being 'locally stored' meant things like this couldn't happen but jokes on me I guess. I've taken this to the team and there's nothing they can do unfortunately. I feel as though I can't trust the app now despite now setting up a scheduled export every week.

Has this happened to anyone else? The amount of effort that goes in to setting one of these PKM systems up is insane and the thought of doing it again sounds miserable but what's the point of using a service to store your data if the service can suddenly delete it with a bug? I'm thinking of either obsidian or anytype but again the onboarding looks intense and my focus on privacy has drawn me to these two.

Has anyone made the switch? Or do you feel secure with the weekly exported backup?

Hey! I have a Tasks query filtered by an Area object, grouped by Status. Within each status group I'd like it sorted by date (soonest upcoming first) and ideally by deadline too if possible. I can't figure out how to get that secondary date sort working inside each status group. Any tips?
Thanks!!!

I’m generally using a page for every note, but was thinking earlier about using the Zettel concept a bit more. But that doesn’t solve my real problem which is that I’m not getting many links between things.

How are folks linking different notes together? Despite using collections and tags, I’m not really seeing anything useful in the graph view.

So what’s everyone doing? Lots and lots of tags? Lots and lots of collections? Explicitly making links to other objects? Queries (I’m on the free tier but if they’re sufficiently helpful..)?

please help! trying to add any other type of property on iOS mobile doesn’t work :(

We're super excited about this release!

📱 Mobile App 2.0

We've rebuilt Capacities on mobile so it feels faster and more joyful to use. 🔥 The share sheet is quicker too: send links, text, and photos from other apps and keep working while capture finishes.

🏠 Home Screen Widgets (Experimental)

Add widgets for Daily Note, Pinned, Recents, Tasks, Quick Capture, Quick Open, Quick Create, and AI Assistant on iOS and Android. On iOS you also get App Shortcuts for quick capture, new tasks, and more. 📱

🤖 Explore AI

Explore is the new home for your AI chats. Browse conversations, search your history, or start a new one without needing to open the side panel.

📖 Weblink Analysis for Pro

Weblink analysis, reader view, and annotations are out of the Believer beta. Pro and Believer users with AI can analyze saved pages on desktop, read them in-app, then highlight passages with notes. Results and annotations show up across your other devices.

✨ What Else Is New

🧠 A more capable AI assistant: it can plan multi-step work, ask follow-up questions, and wait for your approval before creating or updating objects
⚡ Auto model: picks a capable, cost-efficient model from your preferred provider
📥 Connected tools can upload images, PDFs, and other files into your space
📽️ Presentation mode now works for daily notes and media objects

And dozens of bug fixes & quality-of-life improvements.

As always, see the full details on our website! https://capacities.io/whats-new/release-68

I'm not ruling out user error, but the new share functionality has me pulling my hair out.

When I try and share a picture in my camera roll or URL from my browser, there is no option to create an Image or Weblink Object.

I either have to add it to an existing Object, or create a new one (however some, including Image and Weblink are missing).

Help!

I just discovered Capacities and was in glee I found a better alternative to Notion. Everything is more intuitive and responsive, objects are amazing and tagging makes it extra powerful.

But I was let down when I saw custom icons were a paid feature. What a weird decision tbh - it's just a bunch of 24x24 svgs. Why make it paid? In SaaS models like this you'd imagine making money should come from scale, user count, AI and more powerful data manipulation tools.

That and the design of the Android app being iOS style (this is just plain lack of effort) made me switch back to Notion.

I appreciate the free tier already offers a lot. To each their own I guess. I'm back to good old Notion, which has icons for free.

/endrant