# Capacities Problems & Issues 2026 - Sync, Mobile & Lock-In

Source: https://www.tryorbye.com/products/capacities
Last analyzed: 2026-10-21
Try or Bye score: 64/100

## Verdict: Try with caution

Capacities works for some teams, but users report recurring problems (score 64/100). Most reported issues: Capacities mobile app is worse than desktop; Notes aren't stored as Markdown files (vendor lock-in worry); Capacities not syncing or showing the offline icon. Not a good fit for: Obsidian users who love plugins and local files; Teams needing shared workspaces. Users most often switch to Obsidian, Notion, Anytype.

## What it is

Capacities is a note-taking and personal knowledge management (PKM) app where everything is an object with a type: books, people, meetings, ideas or pages. Objects link together and show up in daily notes, queries and a graph. It runs on Mac, Windows, Linux, iOS, Android and the web. Notes are stored in Capacities' cloud with an offline copy on each device, not as local Markdown files. It is built for individuals and has no team plan.

## Common errors & fixes

### Capacities Apple Calendar (iCloud) Not Showing Events

Capacities' Apple Calendar integration only shows calendars stored in iCloud. Google, Outlook or subscribed calendars added to the Apple Calendar app won't come through; connect those accounts directly instead.

1. **Connect the original account directly** — In Settings > Calendar integrations, click Add Integration Connect Google or Microsoft 365 directly instead of through Apple Calendar
2. **Move events to an iCloud calendar** — In Apple Calendar, make sure the calendar is listed under iCloud Create or move events into that iCloud calendar
3. **Use CalDAV for other providers** — For Nextcloud, Fastmail and similar, add a CalDAV integration in Settings > Calendar integrations

Full guide: https://www.tryorbye.com/products/capacities/issues/apple-calendar-not-showing-events

### Capacities Automated Backup Not Running

Capacities' scheduled full export only runs if the app is open at the scheduled time, a file location is selected, and the schedule shows a green 'active' flag. Fix those three and the backup will run.

1. **Select a file location** — Go to Settings > Full Export > Automated Full Export Open your schedule and pick a file location
2. **Confirm the schedule is active** — Check for the green 'active' flag in Export settings Watch the small indicator at the top right of the window during export
3. **Keep Capacities open at the scheduled time** — Note the time (default 12:00 PM; weekly runs Monday, monthly on the 1st) Change the time to when your computer is usually on with Capacities open
4. **Run a manual export as a fallback** — Settings > Full Export > Manual Full Export

Full guide: https://www.tryorbye.com/products/capacities/issues/automated-backup-not-running

### Capacities Calendar Integration Not Working

Most Capacities calendar errors are fixed by deleting the integration in Settings and reconnecting with all permissions granted. Error 3498 (Google) or 2891 (Microsoft) means an old connection conflicts: remove 'Capacities Calendar Integration' from your account's connected apps first.

1. **Delete and reconnect the integration** — Open Settings > Calendar integrations Delete the connection showing an error Reconnect and follow the in-app instructions
2. **Grant all permissions (error 2408)** — Reconnect and approve every permission requested during setup
3. **Remove the old connection (3498 / 2891)** — Google: open myaccount.google.com/connections and remove Capacities Calendar Integration Microsoft: open account.microsoft.com/privacy/app-access and remove Capacities Calendar Integration Reconnect in Capacities
4. **Enable it at your provider (9232)** — Enable third-party calendar access in your provider settings, or ask your IT administrator Note: if your company only shares free/busy status outside its domain, the integration can't work
5. **Check which calendars and spaces are enabled** — In Calendar settings, select the calendars Capacities may access and the spaces that show events Open the Calendar button with the left sidebar open to see events Allow up to 30 seconds for changes to appear

Full guide: https://www.tryorbye.com/products/capacities/issues/calendar-integration-not-working

### How to Cancel Capacities Subscription

Cancel Capacities Pro or Believer in the app under Settings > Subscription & Billing. You keep paid features until the period ends, then move to the free Basic plan with all your content.

1. **Cancel in the app** — Open Capacities Go to Settings > Subscription & Billing Cancel the subscription
2. **Contact Paddle for billing questions** — Paddle.com is the merchant of record and handles returns and order customer service Use the link in your receipt email to reach them
3. **Don't resubscribe too early** — If you change your mind, wait until the current period ends before resubscribing, or the new subscription overwrites the current plan

Full guide: https://www.tryorbye.com/products/capacities/issues/cancel-subscription

### Capacities Export Missing Images or Files

Capacities can only export media that's stored on your device. Set Settings > Offline & Sync > Media loading to 'Everything', let media download, then export again. This mostly affects the browser version, which defaults to 'Required only'.

1. **Download all media first** — Go to Settings > Offline & Sync Set Media loading to 'Everything' Wait for the media download to finish (on mobile, connect to WiFi)
2. **Export from the desktop app** — Use the desktop app, which downloads all media by default Go to Settings > Full Export > Manual Full Export and run the export
3. **Check the downloads folder** — If no save dialog appeared on desktop, check your downloads folder for the zip

Full guide: https://www.tryorbye.com/products/capacities/issues/export-missing-images

### Capacities iPhone App Stuck on Launch Screen or Freezing

App Store reviewers report Capacities freezing on the splash screen or hanging while editing, mostly on older iOS versions; reinstalling doesn't always help. Update the app and iOS, let it finish syncing on WiFi, and use Settings > Account > Reboot once it opens.

1. **Update Capacities and iOS** — Open the App Store and update Capacities Install the latest iOS available for your device
2. **Let the first sync finish** — Open the app on WiFi and leave it in the foreground until content finishes downloading Check Settings > Offline & Sync for progress
3. **Reboot the app's data** — If the app opens but behaves oddly, go to Settings > Account > Reboot
4. **Use desktop or web while it's broken** — Your notes are on Capacities' servers; open the web app or desktop app to keep working Report the device and iOS version to Capacities support

Full guide: https://www.tryorbye.com/products/capacities/issues/ios-app-stuck-on-launch

### Capacities Not Syncing (Offline Icon Showing)

If Capacities shows the offline icon or won't sync while your internet works, check status.capacities.io for an outage, restart the app, and disable any VPN or firewall blocking it. During an outage, don't log out or reset the app or unsynced changes can be lost.

1. **Confirm your connection and check the status page** — Load a few websites in your browser to confirm you're online Open status.capacities.io and check for ongoing incidents If there's an outage, wait; do not log out or reset the app
2. **Restart Capacities** — Fully quit the app (not just close the window) Reopen it and wait for the sync spinner in the top left to finish
3. **Disable VPN and allow Capacities through the firewall** — Turn off your VPN and try again Add Capacities to your firewall's allowed apps On a work network, ask your administrator to allow Capacities
4. **Reboot the app from settings** — Go to Settings > Account > Reboot Wait for content to resync before editing
5. **Update the app** — Install the latest version; Capacities has shipped fixes for sync glitches in past releases If the problem persists, contact support via the docs

Full guide: https://www.tryorbye.com/products/capacities/issues/not-syncing

### Capacities Notes Missing or Disappeared

Missing notes in Capacities usually haven't been deleted; the device hasn't finished downloading them. Check the space switcher, then Settings > Offline & Sync for 'Content not downloaded' and re-download. If the sync boxes aren't green, press Retry and don't reboot.

1. **Check you're in the right space** — Open the space switcher in the top left Switch to the space where the notes were created
2. **Re-download content** — Go to Settings > Offline & Sync Look for 'Content not downloaded' Start the re-download and wait for it to finish
3. **Retry sync before rebooting** — In Settings > Offline & Sync, check the sync boxes If they are not green, press Retry and do NOT reboot yet If they are green, go to Settings > Account > Reboot to force a full resync
4. **Contact support** — If content still doesn't appear, email Capacities support from the docs page with details

Full guide: https://www.tryorbye.com/products/capacities/issues/notes-missing

### Capacities Notion Import Not Working Properly

Capacities' bulk import is desktop-only and works best with a Notion export in Markdown + CSV. Formulas, relations, rollups and URL properties often don't map cleanly, so simplify databases first, test a small subset, and stop if the mapping preview looks wrong.

1. **Use the desktop app** — Install the Capacities desktop app Go to Settings > Import Content, open the Notion guide under Migration guides, and click Start importing
2. **Export from Notion as Markdown + CSV** — Export only the pages and databases you want to keep Export related databases together Choose Markdown & CSV as the format
3. **Simplify databases before export** — Remove unneeded properties Simplify formulas and rollups Rename databases to nouns (Book, Person, Meeting) so they map to object types
4. **Review the mapping before importing** — Confirm recognized object types and click Analyze If mapping looks wrong, stop and restructure instead of importing Add an import marker so you can find and clean up imported objects
5. **Test with a small subset and verify** — Import a few pages first Check titles, types, properties, internal links and attachments Keep Capacities open until the import finishes

Full guide: https://www.tryorbye.com/products/capacities/issues/notion-import-problems

### Capacities "Updating Failed" or "Synchronization Failed" Error

'Updating failed' means content on this device may be out of sync with the server; fix it with Settings > Account > Reboot. 'Synchronization failed' is a rarer server or account problem: restart Capacities and contact support if it persists.

1. **Reboot the app for 'Updating failed'** — Go to Settings > Account > Reboot Wait for the full resync before editing
2. **Restart for 'Synchronization failed'** — Quit and reopen Capacities If the error returns, contact support from the docs
3. **Wait out server outages** — If it says 'Server is offline' or 'Sync Server is offline', check status.capacities.io Sync-server outages usually last a few minutes Don't log out or reset the app during an outage

Full guide: https://www.tryorbye.com/products/capacities/issues/updating-failed

### Capacities Version Conflict Pop-Up

A version conflict appears when a note was edited offline and differs from the server copy. Capacities asks you to pick one, and the other version is permanently deleted, so compare word counts or copy the Markdown before choosing.

1. **Compare before choosing** — Check the word count of each version Open the preview of each Copy the Markdown of the version you'll discard and paste it somewhere safe
2. **Merge manually** — Keep the more complete version Paste the copied text from the other version back into the note
3. **Prevent future conflicts** — Wait for the sync spinner to finish before closing the app Let a device fully sync after reconnecting before editing

Full guide: https://www.tryorbye.com/products/capacities/issues/version-conflict

### Capacities "View Is Not Ready Yet" Message

'View is not ready yet' means your content is still downloading to this device; nothing has been deleted. Wait for the download to finish. If the view stays empty afterwards, check Settings > Offline & Sync and reboot only if the sync boxes are green.

1. **Wait for the download to complete** — Keep the app open and online Check progress in Settings > Offline & Sync until the device is offline-ready
2. **Retry a stalled download** — In Settings > Offline & Sync, press Retry if the sync boxes aren't green Avoid rebooting while sync is not green
3. **Force a resync if still empty** — Once sync boxes are green, go to Settings > Account > Reboot Wait for the app to rebuild its local copy

Full guide: https://www.tryorbye.com/products/capacities/issues/view-is-not-ready-yet

## Common problems

- **Capacities mobile app is worse than desktop** (mobile): Reviews consistently say the desktop app is fast and polished while the iOS and Android apps lag behind: clunky text selection, slower editing, embeds not viewable on mobile in some versions, and weak quick capture. Capacities shipped faster mobile boot times in mid-2026, but the gap is still the most common complaint.
- **Notes aren't stored as Markdown files (vendor lock-in worry)** (customization): Capacities stores notes in its own database and cloud, not as files on disk; you can't open your notes from the file system. Export to Markdown, CSV and media is available, but users coming from Obsidian or Logseq see this as lock-in compared with plain local files.
- **Capacities not syncing or showing the offline icon** (reliability): Capacities' docs list several sync states users hit: an offline icon while online, 'Synchronization failed' and 'Updating failed'. Fixes involve restarting, disabling VPN/firewall, or Settings > Account > Reboot, and the company has shipped fixes for sync glitches in past releases.
- **Why is Capacities Pro so expensive? AI, tasks and calendar are paywalled** (pricing): The free plan has no AI, task management, smart queries, calendar integration, version history or API. Pro costs $11.99/month or $119.88/year, and even Pro only includes a 'light' AI budget; heavier AI use needs the Plus add-on (about $8.33/month billed annually).
- **Capacities iOS app stuck on launch screen or freezing** (reliability): A recurring App Store complaint is the app freezing on the splash screen or hanging during editing (one report ties it to pasting text). Reports cluster on older iOS versions, and some users say reinstalling did not help.
- **No plugins and no team collaboration in Capacities** (integrations): Capacities offers built-in features but no plugin API, so it can't be extended like Obsidian. It is designed for individuals: there's no team plan or shared workspace, only view-only sharing.
- **Notes look missing on a new device ('Content not downloaded')** (reliability): On a new device or browser, notes can appear to be missing or show 'View is not ready yet' until the full download finishes. Large libraries can take a while to become 'offline-ready', which alarms new users who think content was lost.
- **Capacities learning curve: the object system takes days to click** (onboarding): Deciding which object type every note belongs to adds friction to fast capture. Reviewers describe needing several days before the model clicked, and some users with ADHD find the structure adds overhead rather than removing it.
- **Importing from Notion into Capacities isn't one-click** (integrations): Bulk import exists only in the desktop app and Capacities itself warns it is not a perfect one-click migration: Notion formulas export as results, relations and rollups can flatten, and URL properties have no direct equivalent. Older reviews describe migration as manual page-by-page work.
- **Free plan media upload limit (5 GB then 100 MB per month)** (pricing): Basic includes unlimited notes but caps media uploads at 5 GB total, then 100 MB per month. Users who store PDFs and images hit the cap and need Pro for unlimited (fair-use) uploads.
- **Capacities calendar integration is limited** (integrations): Google, Microsoft 365, iCloud and CalDAV calendars can be connected, but Capacities is explicitly not a calendar replacement: no recurring-event editing, no moving events, sync delays up to 30 seconds, and Apple Calendar only shows iCloud-stored calendars. Users hit error codes like 3498 and 2408 when connecting.
- **Capacities sync can't be turned off and local data isn't encrypted** (security): Capacities' docs state that syncing to the server cannot be disabled and data stored on the device is not encrypted (though not directly reachable through the file system). Privacy-focused users often prefer local-first or end-to-end encrypted apps.
- **No native iPad experience in older versions** (usability): Older App Store reviews complained the iPhone app showed as not supported on iPad and that Apple Pencil input was poorly recognized. Check the current version before buying for tablet-first use.
- **Capacities web clipper only saves links, not full pages** (usability): The browser extension saves a URL, title and cover image as a weblink object. Users coming from Evernote expecting a full-page clipper find it limited.

## What users like

- **Object types give structure without building databases**: Books, people, meetings and custom types come with properties and templates out of the box, so users get Notion-like structure without designing it themselves.
- **Fast, polished desktop app**: Even critical reviewers describe the desktop app as fast and well designed.
- **Generous free plan**: Basic includes unlimited spaces, objects and custom types, sync across devices, offline support, full-text search and export.
- **Full offline support with conflict resolution**: Notes download to each device and can be edited offline; when versions differ, a dialog lets you compare word counts and previews before choosing.
- **Good export and scheduled backups**: Full-space export to Markdown, CSV and media, with automated daily, weekly or monthly backups; single objects export to PDF, Markdown, Word or LaTeX.
- **Available on every major platform**: Mac, Windows, Linux, iOS, Android and web, with capture from WhatsApp, Telegram and email.

## Pricing

- **Basic**: $0.00 (free) — hidden costs: Media uploads are capped at 5 GB total, then 100 MB per month.
- **Pro**: $11.99 (monthly) — hidden costs: Only a light monthly AI budget is included; larger AI use needs the Plus add-on (about $8.33/month billed annually). Yearly billing is $119.88 (about $9.99/month).
- **Believer**: $14.99 (monthly) — hidden costs: Yearly billing is $149.88 (about $12.49/month). Same AI budget as Pro; Plus add-on costs extra. Cannot be bought at a discount.
- **Plus add-on (Pro+ / Believer+)**: $99.96 (yearly) — hidden costs: Listed as about $8.33/month billed annually on top of Pro or Believer; top-ups cost extra.

## Who should and shouldn't use it

- **Readers and researchers tracking books, people and sources** — Good fit: Object types for books, people and quotes with Readwise/Kindle import are exactly what Capacities was built for.
- **Notion users who want personal notes without building databases** — Good fit: You get typed objects and properties out of the box with a cleaner, faster personal experience.
- **Students on a budget** — Good fit: The free plan covers unlimited notes and sync, and students get discounts on Pro.
- **Obsidian users who love plugins and local files** — Avoid: No plugin API and no plain Markdown files on disk; you'd give up the main reasons you chose Obsidian.
- **Teams needing shared workspaces** — Avoid: Capacities is for individuals only, with view-only sharing and no team plan.
- **Mobile-first note takers** — Depends: The mobile apps work and are improving, but they lag behind desktop in editing and quick capture.
- **Privacy-focused users** — Depends: Sync can't be disabled and notes aren't end-to-end encrypted; local-first tools like Obsidian or Anytype suit better.
- **Heavy AI users** — Depends: Pro includes only a light AI budget; regular use requires the Plus add-on.

## Alternatives

- **Obsidian** (https://www.tryorbye.com/products/obsidian): Local Markdown files, thousands of plugins and a faster mobile story; you lose Capacities' ready-made object types and have to build structure yourself.
- **Notion** (https://www.tryorbye.com/products/notion): Better for teams and complex databases with real collaboration; slower and less focused for personal knowledge management.
- **Anytype** (https://www.tryorbye.com/products/anytype): Also object-based, but open source, local-first and end-to-end encrypted; less polished and steeper to learn.
- **Tana** (https://www.tryorbye.com/products/tana): Outliner with supertags and deeper automation for power users; more complex and less suited to simple note-taking.
- **Logseq** (https://www.tryorbye.com/products/logseq): Free, open-source outliner with local files; no object types and a weaker mobile app.
- **Craft** (https://www.tryorbye.com/products/craft): Beautiful documents and strong Apple apps; less structured linking than Capacities' object model.

## FAQ

### Is Capacities worth it in 2026?

Yes for individuals who want structured personal notes (books, people, meetings) without building databases: the free plan is generous and the desktop app is polished. It is less worth it if you need team collaboration, plugins, local Markdown files or a top-tier mobile app.

### How much does Capacities Pro cost?

Pro costs $11.99 per month or $119.88 per year (about $9.99/month). Believer costs $14.99 per month or $149.88 per year. A Plus add-on for a larger AI budget costs about $8.33/month billed annually.

### Is Capacities free?

Yes. The Basic plan is free forever with unlimited objects, sync, offline support, search and export. It excludes AI, tasks, calendar integration, version history and the API, and caps media uploads at 5 GB then 100 MB per month.

### Does Capacities work offline?

Yes. Notes download to your device and edits sync when you reconnect. AI features, task actions and integration setup need internet. The browser version only downloads required media by default.

### Does Capacities store notes as Markdown files?

No. Notes are stored in Capacities' own database and cloud, not as files on disk. You can export everything to Markdown, CSV and media at any time, including scheduled automatic backups.

### Is Capacities better than Obsidian?

Capacities is better if you want ready-made structure and a polished app without plugins. Obsidian is better if you want local Markdown files, plugins, privacy and full control.

### Is Capacities better than Notion?

For personal knowledge management, Capacities is simpler and more focused. For teams, project management and complex databases, Notion is far stronger because Capacities has no collaboration.

### Does Capacities have a Linux app?

Yes. Capacities lists Mac, Windows, Linux, iOS, Android and web as supported platforms.

### Can teams use Capacities?

Not really. Capacities is designed for individuals; there is no team plan or shared workspace, only view-only sharing.

### How do I cancel my Capacities subscription?

Open Settings > Subscription & Billing in the app and cancel. You keep Pro until the end of the billing period, then move to Basic without losing content. If you resubscribe, wait until the current period ends.

### Does Capacities have a student discount?

Capacities advertised 40% off annual Pro for students in 2026, and the free Basic plan is intended for students and anyone who can't pay.

### Is Capacities AI unlimited?

No. Pro includes a light monthly AI budget. The Plus add-on gives a much larger budget and allows one-time or automatic top-ups.

### Can I import my Notion workspace into Capacities?

Yes, with bulk import in the desktop app (Settings > Import Content). Export from Notion as Markdown + CSV. Formulas, relations and rollups may flatten, so test with a small subset first.

### Is Capacities secure and private?

Data syncs to Capacities' servers and sync can't be turned off. Local data isn't encrypted, though it isn't directly accessible via the file system. It is not end-to-end encrypted.

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Try or Bye aggregates problem patterns from user reviews, forums, and app stores. Methodology: https://www.tryorbye.com/methodology