How to Use Capacities: A Comprehensive Guide in 2026

Quick Start

This guide covers every Capacities feature:

• Aan de slag — Create account and basic setup
• How to Use Notes — Build your personal knowledge base
• How to Use AI Assistant — Get context-aware help inside your notes
• How to Use Contextual Backlinking — See connections between your ideas
• How to Use Powerful Search — Find any note in seconds
• How to Use Quick Capture — Save ideas on the go
• How to Use Calendar Integration — Plan your day alongside your notes
• How to Use Block Linking — Connect specific parts of your notes
• How to Use Custom Object Types — Organize notes by category
• How to Use Templating — Create reusable note structures

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Probleemoplossing | Prijzen | Alternatieven

Why Trust This Guide

I’ve used Capacities for over 6 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 and knowledge management tools available today.

But most users only scratch the surface of what it can do.

This guide shows you how to use every major feature.

Step by step, with screenshots and pro tips.

Capacities Tutorial

This complete Capacities tutorial walks you through every feature step by step, from initial setup to advanced tips that will make you a power user.

Capaciteiten

Turn your scattered notes into a connected knowledge base. Capacities uses object-based thinking to organize your ideas the way your brain works. Free plan available — no credit card required.

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CAPACITIES ALTERNATIVES →

Getting Started with Capacities

Before using any feature, complete this one-time setup.

It takes about 3 minutes.

Now let’s walk through each step.

Step 1: Create Your Account

Go to capacities.io in your browser.

Click “Get Started for Free” on the homepage.

Enter your email and create a password.

✓ Checkpoint: Controleer uw inbox for a confirmation email.

Step 2: Download or Access the App

Capacities works on Mac, Windows, Linux, iOS, Android, and the web.

Download the desktop app for the best experience.

Log in with your new account.

Here’s what the dashboard looks like:

✓ Checkpoint: You should see the main dashboard with your space.

Step 3: Complete Initial Setup

Capacities shows a welcome wizard when you first open it.

Choose your preferred object types like People, Books, and Projects.

You can always add or remove object types later.

How to Use Capacities Notes

Notities lets you create and organize content using objects instead of folders.

Here’s how to use it step by step.

Step 1: Create a New Object

Press Cmd+N (Mac) or Ctrl+N (Windows) to create a new note.

Choose the object type that matches your content.

Step 2: Add Your Content

Type your note using the block-based editor.

Use slash commands (/) to add headings, images, or toggles.

Here’s what this looks like:

✓ Checkpoint: You should see your new note with formatted content.

Step 3: Set Properties

Add properties like tags, dates, or custom fields to your object.

Properties help you filter and find notes later.

How to Use Capacities AI Assistant

AI-assistent lets you chat with AI using your notes as context.

Here’s how to use it step by step.

Step 1: Open the AI Chat

Press Cmd+J (Mac) or Ctrl+J (Windows) to open the AI panel.

You can also click the stars icon in the top left corner.

Step 2: Select Your Context

Choose whether to pass the entire note or a block selection as context.

You can also start with no context for general questions.

Here’s what this looks like:

✓ Checkpoint: You should see the AI chat panel with your chosen context.

Step 3: Ask Questions or Run Commands

Type your vraag or use built-in commands like Summarize or Translate.

Copy the response, replace your selection, or append it to your note.

How to Use Capacities Contextual Backlinking

Contextuele backlinks lets you see every place a note is linked from.

Here’s how to use it step by step.

Step 1: Link to Another Note

Type @ followed by the name of the note you want to link.

Select it from the dropdown that appears.

Step 2: View Backlinks

Open the linked note and check the right sidebar.

You’ll see every note that links to this one under “Backlinks.”

Here’s what this looks like:

✓ Checkpoint: You should see backlinks listed in the right panel.

Step 3: Explore the Graph View

Click the graph icon to see a visual map of all your connections.

This helps you discover relationships between your ideas.

How to Use Capacities Powerful Search Tool

Krachtige zoekfunctie lets you find any note, object, or tekst in seconds.

Here’s how to use it step by step.

Step 1: Open Search

Press Cmd+K (Mac) or Ctrl+K (Windows) to open the search bar.

The command palette appears with a search field at the top.

Step 2: Type Your Query

Start typing keywords from your note’s title or content.

Results appear direct terwijl je typt.

Here’s what this looks like:

✓ Checkpoint: You should see matching notes in the dropdown results.

Step 3: Filter and Navigate

Filter results by object type to narrow your search.

Click any result to jump straight to that note.

How to Use Capacities Quick Capture

Snel vastleggen lets you save ideas from anywhere without opening the full app.

Here’s how to use it step by step.

Step 1: Enable Quick Capture

On mobile, use the share sheet from any app to send content to Capacities.

On Mac, install the Raycast extension for instant capture from your desktop.

Step 2: Capture Your Thought

Share a link, photo, or text snippet directly to Capacities.

Choose which object type to save it as.

Here’s what this looks like:

✓ Checkpoint: You should see your captured item in the app.

Step 3: Review and Organize

Open Capacities and find your captured items in your daily note.

Link them to related notes or move them to the right object type.

How to Use Capacities Calendar Integration

Calendar Integration lets you see events and plan tasks alongside your notes.

Here’s how to use it step by step.

Step 1: Connect Your Calendar

Go to Settings and find the Calendar section.

Connect your Google Calendar or other supported calendar.

Step 2: View Your Calendar

Open the calendar view from the left sidebar.

Your imported events show alongside your daily notes and tasks.

Here’s what this looks like:

✓ Checkpoint: You should see your calendar events inside Capacities.

Step 3: Link Events to Notes

Click on any event to create notulen van de vergadering linked to that event.

Tasks scheduled in Capacities also appear on your calendar.

How to Use Capacities Block Linking

Block Linking lets you connect specific paragraphs or blocks across different notes.

Here’s how to use it step by step.

Step 1: Select a Block

Hover over any block and click the six-dot handle on the left.

This opens the block menu with linking options.

Step 2: Copy the Block Link

Select “Copy link to block” from the block menu.

Paste it in any other note to create a direct reference.

Here’s what this looks like:

✓ Checkpoint: You should see a clickable block reference in your note.

Step 3: Navigate Between Blocks

Click any block link to jump directly to that specific section.

This works across different notes and object types.

How to Use Capacities Custom Object Types

Custom Object Types lets you create your own categories for organizing notes.

Here’s how to use it step by step.

Step 1: Open Object Type Settings

Click the “+” in the left sidebar under your object types.

Choose “Create custom type” from the options.

Step 2: Define Your Object Type

Give it a name, icon, and add custom properties like Status or Rating.

Set up the layout and choose which properties appear in the header.

Here’s what this looks like:

✓ Checkpoint: You should see your new object type in the sidebar.

Step 3: Start Creating Objects

Create new notes using your custom object type.

All objects of the same type are grouped together automatically.

How to Use Capacities Templating

Templating lets you create reusable note structures for consistent formatting.

Here’s how to use it step by step.

Step 1: Create a Template

Open an object type’s settings and find the Templates section.

Click “Add template” to build your reusable structure.

Step 2: Design Your Layout

Add headings, toggle blocks, and placeholder text to your template.

Set default property values if needed.

Here’s what this looks like:

✓ Checkpoint: You should see your template saved in the object type settings.

Step 3: Apply the Template

Create a new object of that type and select your template.

The note pre-fills with your defined structure.

Capacities Pro Tips and Shortcuts

After testing Capacities for over 6 months, here are my best tips.

Toetsenbord sneltoetsen

Hidden Features Most People Miss

• Save AI Chats as Objects: Click “Save as object” on any AI conversation to turn it into a searchable, linkable note.
• Bring Your Own API Key: Go to Settings > AI Assistant to add your own OpenAI key for unlimited AI usage beyond the daily budget.
• Offline-First Mode: Capacities stores all notes locally first, so you can work without internet and sync later automatically.

Capacities Common Mistakes to Avoid

Mistake #1: Creating Too Many Object Types Too Vroeg

Mistake #2: Not Linking Notes Together

Mistake #3: Ignoring Daily Notes

Capacities Troubleshooting

Problem: Notes Not Syncing Across Apparaten

Cause: Capacities uses an offline-first model, so syncing needs an internet connection.

Repareren: Check your internet connection. Force a sync by closing and reopening the app. Make sure you’re logged into the same account on all devices.

Problem: AI Assistant Not Responding

Cause: You may have hit the daily AI budget limit for your plan.

Repareren: Check Settings > AI Assistant for your remaining budget. Add your own API key for unlimited access, or wait until the budget resets the next day.

Problem: Mobile App Missing Features

Cause: The mobile app has a focused feature set for on-the-go use.

Repareren: Use the desktop app for advanced features like graph view and queries. The mobile app works best for quick capture and reviewing notes.

📌 Opmerking: If none of these fix your issue, contact Capacities support at team@capacities.io or join their Discord community.

Wat is capaciteit?

Capaciteiten is a note-taking and knowledge management tool that organizes your ideas using objects instead of folders.

Think of it like a personal studio for your mind where every idea has a type and connects to related thoughts.

Watch this quick overview:

It includes these key features:

• Opmerkingen: Create and organize content using objects instead of files and folders.
• AI-assistent: Chat with AI using your notes as context for summaries, translations, and more.
• Contextual Backlinking: See every connection between your notes in a visual graph view.
• Krachtige zoekfunctie: Find any note, object, or text across your entire knowledge base instantly.
• Snel vastleggen: Save ideas from anywhere using share sheets and keyboard shortcuts.
• Agenda-integratie: View events and plan tasks alongside your notes.
• Block Linking: Connect specific paragraphs across different notes.
• Aangepaste objecttypen: Create your own categories with unique properties and layouts.
• Templating: Build reusable note structures for consistent formatting.

For a full review, see our Capaciteitsbeoordeling.

Capacities Pricing

Here’s what Capacities costs in 2026:

Gratis proefperiode: Yes, the free plan is available forever with full basic features.

Geld-terug-garantie: Yes, full refund within 14 days of subscribing.

💰 Best Value: Pro plan — gives you AI assistant access, advanced search, and all premium features at a fair price.

Capacities vs Alternatives

How does Capacities compare? Here’s the competitive landscape:

Quick picks:

• Best overall: Capacities — unique object-based system that matches how your brain works
• Best budget: Obsidian — free core app with optional paid sync
• Best for beginners: Notion — easy to start with tons of templates
• Best for privacy: Anytype — local-first with end-to-end encryption

🎯 Capaciteitsalternatieven

Looking for Capacities alternatives? Here are the top options:

• 🚀 Begrip: The all-in-one workspace with databases, wikis, and project management built in. Best for teams who need everything in one tool.
• 🔒 Elk type: A privacy-focused alternative that stores data locally with peer-to-peer sync and end-to-end encryption.
• 🎨 Ambacht: Known for beautiful document design with native Apple integration. Perfect for writers who care about visual presentatie.
• ⚡ Klik omhoog: A project management tool that also handles notes and docs. Great if you need task tracking alongside your knowledge base.
• 💼 Coda: Combines documents with powerful database features and automatisering. Ideal for teams building custom workflows.
• 🌟 XTiles: A visual note-taking tool with a tile-based layout for creative thinkers who prefer spatial organization.
• 🔧 AFFiNE Pro: An open-source Notion alternative with whiteboard and document features. Good for developers who want transparency.
• 🧠 Obsidiaan: A local-first Markdown editor with a massive plugin library. Best for tinkerers who want full control.

For the full list, see our Capaciteitsalternatieven guide.

⚔️ Capacities Compared

Here’s how Capacities stacks up against each competitor:

• Capaciteiten versus begrip: Capacities wins for structured knowledge building. Notion wins for team collaboration and all-in-one project management.
• Capaciteiten versus elk type: Both use object-based thinking. Anytype is better for privacy. Capacities has a smoother learning curve.
• Capaciteiten versus vakmanschap: Craft is more polished for document creation. Capacities is stronger for building a connected knowledge base.
• Capaciteiten versus ClickUp: ClickUp excels at project management. Capacities is purpose-built for personal knowledge work and note-taking.
• Capaciteiten versus Coda: Coda has more powerful automation and formulas. Capacities offers a simpler, more focused note-taking experience.
• Capaciteit versus XTiles: XTiles is more visual with tile-based layouts. Capacities offers deeper linking and object-based organization.
• Capaciteiten versus AFFiNE Pro: AFFiNE is open-source with whiteboard features. Capacities has a more mature AI assistant and polished UX.
• Capaciteiten versus Obsidiaan: Obsidian offers more customization via plugins. Capacities provides a cleaner, more guided experience with built-in AI.

Start Using Capacities Now

You learned how to use every major Capacities feature:

• ✅ Notes
• ✅ AI Assistant
• ✅ Contextual Backlinking
• ✅ Powerful Search
• ✅ Quick Capture
• ✅ Calendar Integration
• ✅ Block Linking
• ✅ Custom Object Types
• ✅ Templating

Next step: Pick one feature and try it now.

Most people start with Notes and Daily Notes.

It takes less than 5 minutes.

Veelgestelde vragen

What is the Capacities app used for?

Capacities is a note-taking and knowledge management app. It helps you capture ideas, organize them using object types instead of folders, and connect related thoughts through links and backlinks. It’s designed for personal knowledge building, research, and creative thinking.

How to use Capacities for research?

Create custom object types for sources, papers, and findings. Save web content using Quick Capture or the share sheet. Link your sources to your analysis notes using @ mentions. The AI assistant can summarize long notes and help you draw connections between different research materials.

How much does the Capacities app cost?

Capacities has three plans: Free ($0), Pro ($9.99/month), and Believer ($12.49/month). The free plan includes full basic note-taking features. Pro adds AI assistant, advanced search, and more storage. Believer includes everything in Pro plus early access to beta features.

How to use AI in Capacities?

Press Cmd+J (Mac) or Ctrl+J (Windows) to open the AI assistant. Select a block, note, or start with no context. Use built-in commands like Summarize, Translate, or type any question. You can also type “/Ask AI” in any block for a quick inline answer. The AI uses your notes as context for better answers.

Is the Capacities app free to use?

Yes, Capacities has a free plan that includes full basic note-taking features. You can create unlimited notes, use object types, link notes together, and search your knowledge base. The free plan is available forever with no credit card required. Premium features like AI and advanced properties need the Pro plan.

What is the difference between collections and tags in Capacities?

Collections in Capacities are groups of objects that you create manually to organize related items together. Tags are properties you add to individual objects for filtering and categorization. Collections work like curated folders while tags work as labels you can search and filter by across your entire space.

How does Capacities compare to Evernote?

Capacities uses object-based thinking instead of traditional notebooks and tags. Evernote is a classic notitie-app with folders and stacks. Capacities is better for building a connected knowledge base with linked notes. Evernote is better for straightforward note storage and web clipping. Capacities has a modern design while Evernote offers more mature mobile features.

Is the Capacities app good for students?

Yes, Capacities works well for students. The free plan covers most student needs. You can organize lecture notes by course using object types, link concepts together for exam prep, and use the AI assistant to summarize study materials. The daily notes feature helps track assignments and deadlines. The developers offer student-friendly pricing with the free tier.

How does Capacities AI work?

The Capacities AI assistant uses large language models to understand your notes and answer questions. It can read the context of your current note, selected blocks, or work without context. You get a daily AI budget included with Pro and Believer plans. You can also bring your own API key from providers like OpenAI for unlimited usage without budget limits.

What is the difference between Todoist and Capacities?

Todoist is a task management app focused on to-do lists and project tracking. Capacities is a knowledge management tool focused on note-taking and idea organization. Capacities recently added task management features that integrate with your notes and calendar. If your main need is task tracking, use Todoist. If you want notes and tasks in one connected system, choose Capacities.