Why I Switched to Capacities Notes and Can’t Stop Raving About It

Disclaimer: This post contains affiliate links. If you sign up using my link, I may receive a small commission at no extra cost to you. I only share tools I personally use and love!

The Capacities notetaking app completely changed how I organize my thoughts, ideas, and notes. If you’ve ever fallen down the rabbit hole of notetaking tools, you know the struggle of too many options, not enough structure, and way too much digital clutter. 

I’ve tried so many notetaking apps: Notion, Obsidian, Evernote, OneNote. Each has its strengths, but none ever truly clicked for me long-term. That is, until I found Capacities. And let me tell you—I’m obsessed.

As a full-time blogger and busy mom, I needed a tool that would help me work smarter, stay organized, and actually put my notes and ideas to use. Capacities does that and so much more. If you’ve been looking for a notetaking tool that finally fits the way your brain works, keep reading. This might be the app you are looking for.

What Is Capacities?

Capacities is a modern notetaking and digital productivity tool that lets you create, connect, and structure information through “objects” like pages, notes, tasks, tags, and daily logs. I find it to be a smart, flexible system that works the way my brain naturally does. Everything is connected, searchable, and organized intuitively without needing 100 nested folders.

It works beautifully for creatives, content creators, researchers, and productivity lovers who don’t want to get lost in endless notebooks or cluttered dashboards. Capacities offers a clear, simple way to build your own personal knowledge base without getting overwhelmed.

Why I Left My Other Apps Behind

Here’s a quick breakdown of why Capacities works better for me than the others:

• Notion: I loved the aesthetics and flexibility, but over time, building everything from scratch got exhausting. Plus, I felt limited in creating something that truly worked for me (especially for keeping up with my blog and social media management). I was always tweaking dashboards instead of actually writing.
• Evernote: Solid for basic note capture, but it didn’t offer much in terms of structure or backlinks. It started to feel like a digital junk drawer.
• Obsidian: Super powerful, but it wasn’t good as a planner tool. Also, I prefer something that works beautifully on the web and mobile right away. I struggled with setting up and syncing it across all my devices.
• OneNote: I used it on and off for years, but I always struggled to find things. Like EverNote, the hierarchy felt bulky and hard to reorganize.

Everything changed with Capabilities because it provided a workspace that has the structure, usability, and flexibility I needed for note-taking, content planning, journaling, and establishing planner daily tasks—all in one place.

The Game-Changer with Capacities Objects and Linked Notes

What really makes Capacities shine is the concept of objects for your notes. Everything is an object: notes, people, projects, blog ideas, even books you’re reading. 

Unlike folders, where there needs to be a hierarchy, objects are organized by properties. This concept allows you to connect more ideas instead of filing everything away. Notes are less likely to get buried or forgotten. 

With this concept in mind, this means you can:

• Assign properties (like tags, dates, status)
• Connect notes automatically with backlinks
• View items by type, date, or context
• View objects in multiple ways: timelines, galleries, kanban boards, calendars, etc.

Instead of focusing on “where does this go,” you focus more on “what is this and what is it connected to?”

As a blogger, I can easily create a “Blog Post” object with properties like status, publish date, category, keywords, and related research. I can link it to my Google drafts, daily notes, social media notes—and instantly see the connection. 

Everything related to that specific blog post is all in one spot and easy to access. This creates a better workflow for me.

My Underwhelming Workflow

Before Capacities, my notes were scattered everywhere. I used to have several Google Sheets, Google Calendar, and Notion pages open. Now I have a seamless system that allows me to keep track of my articles and all their contents for social media. 

This is my setup for a smooth workflow:

• I set up my tasks in my Daily Notes and Weekly Notes to help me stay productive and meet deadlines.
  
• I set up an Articles object where I created a template for every blog post I write.
  
• I created a template with properties to link my articles and their URLs, SEO keywords, and social media content.
  
• I track progress with property statuses such as In Progress, Scheduled, and Published. I keep it simple, so I don’t get too overwhelmed.
  
• Everything is tracked with a tag property, so I can review backlinks to see what and when I worked on objects related to this article.
  

Other Objects

Besides using Capacities notes as a content planner, I use it for everyday journaling and learning. Here are some objects I created for:

• Workout logs
• Daily Affirmations
• Gratitude
• Quotes
• Recipes
• Book Reviews

Because everything is linked, I spend less time digging and more time creating. It’s honestly the most productive I’ve felt in a while.

Free vs. Pro: What’s the Difference?

Not sure if you need the free or Pro version of Capacities? Here’s a simple side-by-side look to help you decide. The free plan actually gives you a lot—more than enough to get started and see how it works for you. 

But if you’re curious about everything Capacities can do, you can try the full Pro version free for a month using my affiliate link. (As an affiliate, if you sign up using my link, I may receive a small commission at no extra cost to you.)

The Pro version is definitely worth it if you’re using Capacities to manage creative or professional work. I use it every day, and the upgrade made my workflow noticeably smoother and more organized.

Who Is Capacities Notes Best For?

Capacities notetaking app is a gem for anyone who wants a smarter, more connected way to work:

• Bloggers + Content Creators: Organize your ideas, outlines, and posts in one place
  
• Writers + Researchers: Track sources, link notes, build a knowledge base
  
• Students: Manage class notes, readings, and deadlines easily
  
• Entrepreneurs + Freelancers: Plan projects, clients, and content calendars
  
• Moms (like me!) who wear many hats: Keep everything from recipes to routines in check
  

If your brain loves linking ideas and jumping between thoughts, Capacities gives you a system that grows with you—without cluttering up your day.

What Capacities Could Improve

I love Capacities as it is—it’s already changed the way I work and plan every day. But like any tool, there’s always room to grow. These are just a few honest ideas and features I’d love to see added in the future. 

I think Capacities has so much potential to do even more, especially for people who use it to create, collaborate, and stay organized.

• Mobile experience: It’s good, but not quite as smooth for quick note capture or edits on the go. A more intuitive mobile interface would make jotting things down during busy moments even easier.
• Public page sharing: I’d love the option to share notes, templates, or databases directly with others—kind of like how Notion allows public links. This would be helpful for sharing blog post outlines, collaborative checklists, or even digital freebies.
• More built-in templates: Especially for content creators and planners—though it’s easy to create your own.
• More built-in templates: While you can create your own, having a library of templates for content creators, planners, or students would help new users get started faster without having to build everything from scratch.
• Integrations with other tools: I’d love to see integrations with Zoom, Slack, and more calendar apps. These would be incredibly useful for streamlining meetings, reminders, and cross-platform planning.
• Team and group features: A built-in “Teams” version would be amazing. This will be useful for school projects, small business workflows, or creative teams. It would be great to share and organize content in a shared workspace without needing separate accounts or tools.
• Family and friend collaboration: Capacities could be a fun and helpful way to plan a group trip, organize shared reading notes, or even create memory journals with loved ones. I’d love to see features that make casual collaboration easier, not just for work but for life.

That said, the team is super responsive, and they’re always rolling out updates and improvements. I’m excited to see where it goes next.

Is Capacities Notes the Right Fit for You?

If you’ve been juggling multiple tools and still feel disorganized, Capacities notes might just be the missing piece. I agree it may not help with everything, but it’s a great tool to help you get started with planning, organizing, and creating.

To find out, try Capacities Pro for FREE for one month with my affiliate link! 

Let’s Chat!

I’d love to hear from you—are you curious about Capacities? Are you already using it?

Let me know in the comments:

• What kind of content do you want to organize?
• Would you like to see how I set up my Capacities workspace for blogging?
• Do you want templates or walkthroughs?

I’m more than happy to share how I use Capacities to write, plan, and stay on top of life as a blogger and mom.