Frequently Asked Questions

We created a colorful documentation with tutorials, guides and references for you to better understand Capacities. We highly recommend to visit it. Feel free to get started here. We’ve also written an advanced guide to personal knowledge management with Capacities and many more articles on our blog.

If you still have questions or just want to connect feel free to join our vibrant community. There are a lot of like-minded people exchanging ideas and questions.

Yes. Capacities offline mode let’s you access, create and edit media and content anywhere at any time. That way, it will never let a bad internet connection get in between you and your work. Some features such as integrations and AI still require internet.

As a company with its heart in Europe we see data protection and security as one of our core values, we take it very seriously. We wrote a simple but detailed post on this topic here. If you are looking for our legal documents you can read our privacy statement.

Capacities is available as a desktop app for Mac, PC and Linux, as a mobile app on iOS and Android for phones and tablets, and as a web app in your browser.

The app has localization for English and German. You can switch the locale in the user settings by clicking the button in the lower-left corner of the sidebar.

We believe that everybody should have access to tools for building knowledge. The basic version of Capacities is and will remain free (more here). In addition to a free basic version we promise that you will at any point be able to export all your content into common formats. For more you can read our promise.

If you think this is a vision you would like to support you can become a believer.

You can delete your account at any point. To do so open the app on a desktop device and go to Settings > Account > Delete Account. Please note that this action cannot be undone.

You can request a copy of all content we stored about you in the app by creating an export of your content. To do so open the app on a desktop device and go to Settings > Export. If you have any further questions feel free to contact us at [email protected].

We are just getting started. Just visit our roadmap. If you want to suggest any ideas or features, feel free to submit them here. Sign up for our newsletter to stay up to date or check out our What’s new page.

You are more than welcome to do so. We have a feedback board where you can comment and vote on features that others requested or submit your own ones. If you prefer you can of course send us a message anytime (✉️ [email protected]). It would be awesome, if you could also add why you need this feature.

We have the chance to become an active part of Capacities: Becoming a believer. You’re support will speed up the development and will help to make Capacities a better product.

We are in the process of growing our team. If you think you’d be a good fit, contact us at [email protected] or look take a look at our career page.

We are a small team located in Germany and the UK that is passionate about tools for thought and the idea of a Studio for your Mind. The two founders are Michael and Steffen, feel free to connect with us.

With Capacities, we want to build the ultimate tool for building lasting knowledge to help people strive in their learning, thinking, and writing. We wrote about our principles here.

If you like the vision of Capacities, become a believer! Your support will directly be used to build the best tool for knowledge work.

We also host a Capacities community on Discord. It’s place for like-minded people to exchange ideas, thoughts, or news about knowledge-management and note-taking. It’s a place to share ideas about Capacities, workflows you established, cool features you discovered and experience you made. It’s a place to learn and help each other to become better at organizing our digital lives. You are more than welcome to join our community.

Yes, Capacities has some visual similarities with Notion. To be honest, we just think Notion did a great job. But as soon as you start using Capacities you will realize: We do a lot of things differently. You can read about it in our blog post Capacities vs. Notion.

Capacities offers a free plan for all users, there are no hidden fees or costs attached. On top, we offer paid plans which offer additional features. You can check them out here. All plans do not have any hidden charges or fees attached, only a monthly (or yearly) subscription fee.

You can change plans without additional costs at any point. On top, you can cancel any subscription at any point and you will not be charged anymore after you cancelled.

You can pay by credit card, via PayPal, Apple Pay, or Google Pay at the moment.

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns.

Capacities Pro and Capacities Believer include the same features. As a Believer you have the advantage that you get access to new features in the beta phase. On top, you support a product you love and use everyday so we can make it better faster.

Early Believers supported Capacities Believer before we launched Capacities Pro. You will see an Early Believer badge in Settings > Account.

With that badge, you keep all Believer benefits (including early access to beta features and priority support) as long as you have an active paid subscription. This still applies if you subscribe to Capacities Pro instead of Believer, or if you resubscribe after a break.

If you already had an active Believer subscription when Pro launched, your Believer price stays the same while that subscription remains active.

We were students ourselves and know the struggles you have. The basic plan of Capacities is and will always be free. Capacities Believer cannot be purchased with a discount, but there’s a waiting list for Capacities Pro. You can apply here. If you want to share feedback about our pricing, please contact us.

There are two options.

When creating a subscription there’s an “Add VAT” button in the checkout.

Or if you have already paid the full amount including VAT, check your email confirmation, then open the “View Receipt” link within it. In this webpage, click the “enter VAT number” link. Enter your VAT ID and your country code in the provided fields. You will then receive a VAT adjustment confirmation email.

You can cancel your plan immediately at any point and no additional charges will be applied. After you cancel, you can continue to use your plan until the end of your current billing cycle.

To cancel your plan open the app and go to Settings > Subscription & Billing.

You will be downgraded to Capacities Basics. You will not lose any content that you created while you used Capacities with a different plan, you just don’t have access to certain features anymore.

Yes! A free trial is the best way to test Capacities Pro without any commitment. Start directly in the app — no credit card required. Head to Settings > Subscription & Billing to get started. You’ll get full access to all Pro features during the trial, and you can cancel at any time before it ends at no cost.

You can change your payment method at any point from the settings. Go to Settings > Subscription & Billing and click on “Change payment method”.

No, we don’t offer discounts for non-profit organizations.

No, Capacities is designed for individuals. You can read more about this here. As a small team, we don’t have the resources to support organizational-level accounts.

Pro+ and Believer+ are optional Plus add-ons on top of Pro or Believer. They add a much larger monthly AI budget for regular AI use, and top-ups when you need more.

With the base Pro or Believer plan you already get every AI workflow, every model in the picker, and a monthly budget sized for trying AI features or very light monthly use. If you want regular AI use, choose Plus.

You can include Plus when you first subscribe, or add it later in the app under Settings → Subscription & Billing. See our pricing page for details.

Add Pro+ (or Believer+ on Believer) for a much larger monthly AI budget — include Plus when you subscribe, or add it later in Settings → Subscription & Billing. You can also wait until your budget resets next billing cycle.

Every Pro and Believer subscriber receives a monthly AI budget that resets each billing cycle. The budget covers all AI-powered features in Capacities: chatting with your notes, analyzing media (images, audio, web links), AI autofill, and AI assistant interactions. All models in the picker are available on Pro and Believer. The included budget is sized for trying AI features or very light monthly use.

With the Plus add-on, your monthly budget is substantially larger: roughly what you pay for Plus, minus transaction fees. That is the plan for regular AI use.

If you go through your Plus budget, you can buy one-time top-ups or enable auto top-up in the app for intensive months. Top-ups require Plus. See our pricing page and subscriptions docs for details.

Yes. If you are on a Plus add-on (Pro+ or Believer+) and exhaust your monthly AI budget before the cycle resets, you can purchase additional AI budget top-ups directly inside the app. Head to Settings → Subscription & Billing to see your current usage and top-up options. See our pricing page for more information.