Capacities Problems & Issues
Real user-reported problems, complaints, and limitations for Capacities. Based on analysis of 14 signals.
Overall score: 64/100
Issues by Category
Capacities iOS app stuck on launch screen or freezing
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.
Capacities not syncing or showing the offline icon
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.
Notes look missing on a new device ('Content not downloaded')
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.
No plugins and no team collaboration in Capacities
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.
Importing from Notion into Capacities isn't one-click
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.
Capacities calendar integration is limited
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.
Why is Capacities Pro so expensive? AI, tasks and calendar are paywalled
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).
Free plan media upload limit (5 GB then 100 MB per month)
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.
No native iPad experience in older versions
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
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.
Notes aren't stored as Markdown files (vendor lock-in worry)
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 mobile app is worse than desktop
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.
Capacities learning curve: the object system takes days to click
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.
Capacities sync can't be turned off and local data isn't encrypted
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.
Regret Patterns
Common reasons users regret choosing Capacities.
Realizing notes aren't portable files
Users who assumed Capacities worked like Obsidian later realize notes live in a proprietary database and must be exported to leave.
Mobile app can't replace quick capture
Users who pay for Pro still jot notes in another app on the phone and move them later because mobile editing feels slow.
Paying for Pro mostly for AI and hitting the budget
Pro's AI budget is light; heavy users discover they need the Plus add-on on top of the subscription.
Over-structuring everything
Choosing an object type for every note slows capture, and some users abandon the system after the initial excitement.
Trying to use it with a team
Users who hoped to share a workspace find only view-only sharing.
Messy migration from Notion
Imported databases lose formulas, relations or URL properties and need manual cleanup.
When Capacities Breaks Down
Specific scenarios where Capacities fails or underperforms.
Logging into a new device with a large library
Notes show as missing or 'View is not ready yet' until the full download finishes.
Working behind a VPN or corporate firewall
The offline icon appears even with internet, and changes don't sync until the network allows Capacities.
Editing the same note offline on two devices
A version conflict dialog appears and the version you don't keep is permanently deleted.
Exporting from the browser version
Media missing from exports because the browser only downloads required media by default.
Connecting a work calendar
Company policies limiting outside calendar access block the integration; recurring events can't be edited from Capacities.
Using Capacities as a team wiki
There is no shared editing or team workspace.
Scheduled backups while the app is closed
Automated exports only run if Capacities is open at the scheduled time.