The right task, in the right place, at the right time.
Capture a task from any note, the sidebar, or your phone. It shows up on your dashboard and on the page it belongs to — so the next thing to do is always where you're already looking.
Part of Capacities Pro
Weekly sync with Lena
Lena wants the new timeline before the board call on Friday.
•Photographer is still not booked.
•Pricing copy is almost done.
Decisions
•Launch moves to May 12.
•Lena owns the press list.
Contextual task management
See it in action
Capture a task anywhere, find it where it belongs, and work from views that are already set up.
Work in flow, not in fragments.
A lot of task apps make you rebuild the story elsewhere: new boards, new fields, another inbox to remember to check.
In Capacities, tasks sit inside what you're already doing. Notes, projects, people. When you capture something to do, you can link it to that object and it'll surface there again next time you open it.
The task dashboard gives you Inbox, Today, Scheduled, and the rest without you assembling it. If you want more later, add query sections. If you want less, ignore status and just check tasks off.
Your tasks shouldn't live in a disconnected list you have to constantly check.
"You need a way to get things done. It works better when that system sits in the same place as the work, instead of asking you to jump to another app every time."
Lots of ways in, one task type
Pick whatever's fastest in the moment: typing in a note, a global shortcut, the palette, the sidebar, or mobile. The task ends up in the same place either way.
Type it inline
While you're writing, `()` + space (or `/task` in the slash menu) drops a task right where your thought happened. No mode-switching.
Keyboard-first
Cmd + Shift + T on Mac, Ctrl + Shift + T on Windows — or open the command palette and type "task". Capture without lifting your hands.
From the places you already click
Hover Tasks in the sidebar for "+". Use "New Task" inside any task view — it picks up context from where you are. On mobile, long-press the task icon.
One line, full details
Type "Prepare weekly meeting !! tomorrow 2pm" and Capacities parses out medium priority and the schedule. No second screen, no extra clicks.
"Creating a task shouldn't be a project. A few different entry points means you grab it however you're already working."
Ideas for the launch newsletter
/task
Create an object
Prepare weekly meeting !!tomorrow 2pm
The task remembers what it's for
Context is an object link, not a vibe. Every task can carry a reference to the project, person, or note it belongs to — and surface again exactly where it makes sense.
Made on a page? It's tied to that page.
Create a task inside a project, a meeting note, or any object and the Context field fills in automatically. Open that object later and the task is right there waiting.
Inbox first, link when you know
Added something in a hurry? It lands in the Inbox. Open Context later and attach any object from search — the link is just a field, not a workflow.
A Tasks tab on every object
Linked objects get an automatic Tasks tab with All, Open, a Status board (Kanban), and Scheduled. Your project page becomes your project plan.
"Fill the fields that matter. The task shows up again where that work lives."
Renovate Kitchen
Find the supplier for the worktops
Declutter the kitchen
Moodboard for the cabinets
Get three quotes for plumbing
A dashboard you don't have to build
Open Tasks in the sidebar. The layout is already there — same idea as other object dashboards in Capacities, except the task-specific tabs are wired up for you.
Inbox — unprocessed by default
Tasks with no scheduled date and no status land here. Clear it by scheduling, setting a deadline, or assigning a status. Nothing falls through the cracks.
Today — what's actually on your plate
Today shows what's scheduled, what's overdue, what's in progress, and what you've already finished today. Plan your day in one view.
Scheduled & Calendar
Scheduled tasks group by date on the dashboard and appear on the right day in the calendar. Deadline vs. "when I'm doing it" are different things — and Capacities respects that.
Open, Completed, All
Open for everything still undone. Completed for a done list. All for power users who want custom filters. No dashboard to build — it's already there.
"The next thing to do is always where you're already looking."
Depth when you want it
Capacities tasks scale from a single checkbox to a full execution system. You only opt into the depth you need.
Status workflows
Defaults: Not started, Next up, In progress, Done. Reorder, rename, recolor, or add your own in settings. Kanban without a plugin.
Four priority levels
None, Low (!), Medium (!!), High (!!!). Ordering follows priority automatically — no manual sorting required.
Deadlines vs. schedules
Deadline = when it must be done. Schedule = when you plan to work on it. Inbox, Today and day views all respect the difference.
Nested progress
Checklists or subtasks inside a task show a small progress ring on the parent. Glance and know where you stand.
Custom sections from queries
Add dashboard sections from saved queries — a "Someday" pile, tag-based contexts, or weekly reviews — when the defaults aren't enough.
Mobile capture
On the go, long-press the task icon to capture in two taps. It syncs back to your dashboard, in the right place, by the time you're at your desk.
The shift
From a separate silo to a place that already knows the context
The same tasks you're already writing down — just no longer disconnected from the work they're about.
A dedicated task app
A separate inbox to remember to check
Your todo app lives in another tab. You open it, get distracted, forget what you were working on.
Boards you build, then maintain
New project? New columns. New fields. Custom views. You spend more time configuring than executing.
Context that lives in your head
The task says "follow up with Sarah" but the meeting notes are somewhere else. You re-piece it together every time.
Tasks in Capacities
Tasks where the work already lives
Capture inside a project note, a meeting, a person's page. The task shows up there next time you open it.
A dashboard you don't have to build
Inbox, Today, Scheduled, Open, Completed — already there. Add custom sections only if you actually want them.
Context is an object link, not a vibe
Every task can carry an object reference. Click through and see the full story — notes, people, deadlines, history.
Already swear by Todoist or Things? Keep using them.
Task Actions send a task out to where you actually check things off. Capture and link in Capacities, then hand the item off in one step. Capacities stays the map of your knowledge; the external app handles the daily list, if that's your habit.
"If you already have a dedicated task app you love, you don't have to abandon it. Capture and link in Capacities, then hand the task off when you're ready to execute."
Scope
What people say
Reactions from people who tried tasks-in-context and didn't go back.
"Started using this today and it's one of the most intuitive implementations of tasks with notes around."
"Finally a task system where I don't lose the "why" along with the "what"."
— Discord
"I stopped jumping between apps. The task is on the project page where I'm already working."
Common questions
The honest stuff — what's built-in, what's Pro, and what's still on the roadmap.
Try it on a real project
Add one task where you're already writing. See it pop up in Inbox or Today, then open the object and check the Tasks tab. Your brain will thank you.