Capacities in 2025: The PKM + Project Management Hybrid That Finally Got It Right
I almost left Capacities for a dedicated project management tool. Then they shipped Kanban views, task management, and Readwise integration in the same quarter. Now I’m wondering why I ever considered leaving.
For the longest time, I’ve been caught between two worlds: a powerful personal knowledge management system and a functional project management tool. Most apps force you to choose. Capacities just decided to be both.
2025 has been the year for Capacities. Not just incremental updates — we’re talking about fundamental shifts in how the app works and what it enables you to do. Let me walk you through what’s changed and why it matters for your productivity.
The 2025 Feature Lineup
The team at Capacities shipped some serious updates:
Full offline mode — Your workspace is always accessible, internet or not
Calendar integration — See your tasks and notes in a calendar view
Kanban view and group-by — Visualize your work the way you think about it
Readwise integration — Your highlights flow directly into your knowledge base
Task management — Native task handling without jumping between apps
Labels — Better organization and filtering across your workspace
Two-way linking — Connect ideas bidirectionally (the PKM dream)
Better mobile experience — Actually usable on your phone now
Variable queries — Dynamic, filtered views of your data
That’s not a roadmap. That’s a complete overhaul.
Why This Matters for Personal Productivity
Here’s the thing about productivity tools: most of them are built for teams or enterprises first, then retrofitted for individuals. Capacities feels different. These updates are clearly designed for someone like me — someone who wants to capture ideas, organize them, manage projects, and actually review what matters.
The Readwise integration alone changed my workflow (I am now a paid user of Readwise because of Capacities). I used to maintain separate systems: highlights in Readwise, notes in Capacities, tasks scattered across three apps. Now? Everything flows into one place. I can reference my highlights while planning projects, connect them to my tasks, and build on them over time.
The Kanban view + task management combo is what finally made me reconsider leaving for a dedicated PM tool or my loved Todoist for sure.. I can see my projects at a glance, drag tasks between statuses, and everything syncs back to my database. It’s not overkill. It’s just… right.
The Real Test: Does It Replace Your Other Tools?
Honestly? For me, it’s getting close. I’ve already consolidated my Readwise workflow into Capacities. The Kanban and task management features have me seriously reconsidering whether I need a separate project management app.
Will it replace everything? Probably not. But it’s doing something more important: it’s reducing friction. Every tool you remove from your stack is one less context switch, one less place to check, one less system to maintain.
I would love to see better ways to capture notes and ideas (for example; Tana Capture), voice assisted and processes meeting notes in Capacities.
Read my earlier blog on ‘A Day in my digital brain (Capacities as my command center)
Personal Conviction
I’ve been using Capacities for a while now, and I’m genuinely convinced about my long-term commitment to this app. It’s not perfect, but it’s built with intention. The team listens. The updates are thoughtful. And most importantly, it’s designed for people who actually care about their productivity and knowledge, not just checking boxes.
If you’re tired of juggling a PKM app, a project manager, and a task list, Capacities deserves a serious look. 2025 is the year it stopped being “good for a note-taking app” and started being genuinely competitive as a complete productivity solution.
Affiliate Note
Full transparency: I’m an affiliate for Capacities. If you decide to give it a try, I’d appreciate if you used my link. But honestly? I’d be recommending this app regardless. It’s just that good.
Thank you for reading.
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