Help & Product Questions

I need help with the product, where should I look?

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.

Is my data protected and secure?

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.

What devices are supported?

Capacities is a desktop app for Mac and PC, and as a web app in your browser, meaning you can use it on every modern device. We are currently developing the app for mobile devices with early access for Capacities Pro. For further details see our roadmap.

What languages are supported?

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.

Why can I use Capacities for free?

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.

How can I delete my account?

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.

I want to know what data you stored about me?

You can request a copy of all content we stored about you in the app by creating a backup of your content. To do so open the app on a desktop device and go to Settings > Backup. If you have any further questions feel free to contact us at team@capacities.io.

Roadmap & User Engagement

What is the roadmap for Capacities?

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.

An important feature is missing. Can I submit feature requests?

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 (✉️ team@capacities.io). It would be awesome, if you could also add why you need this feature.

Capacities is amazing. How can I support you?

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.


I love the vision of Capacities. Can I work with you?

We are in the process of growing our team. If you think you'd be a good fit, contact us at team@capacities.io.

Team & About

Who are the people behind Capacities?

We are a small team located in Germany 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 why we built Capacities 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.

Differences to other Apps

Capacities looks similar to Notion. What's the difference?

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.

Plans, Payments, and Refunds

Which plans do you offer and how much does it cost?

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.

Which payment options are supported and how are my payments being processed?

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.

What’s the difference between Capacities Pro and Capacities Believer?

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.

Do you offer discounts?

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 fill out our pricing survey.

How does VAT work with the payments?

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 refund confirmation email.

How can I cancel my plan?

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.

What happens if I cancel a plan?

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.

What is your refund policy?

If you made a mistake signing up for a paid subscription, you just need to send us an email within the first 14 days of your subscription. We will refund the full amount (not pro-rated). If you need to know more you can read our terms and conditions.

And if for any reason you're unhappy with your subscription we'd love to hear your feedback.

Can I change my payment method?

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

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What our users say


I must say, it is everything I've been looking for in a notes app

Today, I deleted all the other note-taking apps off my devices

Sure thing - you are building the notes app of my dreams ♥️

For almost 2 years I've been searching for a way to index my knowledge for work, from a bottom up approach. […]. Your app seems to solve it.