Coordinator vs Capacities
Capacities proved people want typed objects, not folders. Coordinator runs the same insight for businesses — typed records linked to clients, jobs and money — with the collaboration Capacities says it will never build. Free.
Free. No card. About two minutes to set up.
Capacities, side by side
The object-based PKM darling — typed objects and backlinks for individuals, explicitly not a team tool.
| What you're paying for | Coordinator | Capacities |
|---|---|---|
| Price | $0 — everything | Free; Pro ~$8.39/mo |
| Typed objects | Typed records with fields & subtypes | Typed objects — the shared insight |
| Collaboration | Teams, roles, shared records | None — explicitly not planned |
| Tasks & calendar | Full work + scheduling system, free | Pro features |
| Connected to business | Clients, invoices, projects, messages |
Capacities pricing and plan limits are approximate, from their published plans as of August 2026 — check their site for current figures. Coordinator's column doesn't change: $0.
The Capacities line on your P&L
Capacities' free tier is generous and Pro is ~$100/yr — reasonable for a personal tool. The boundary is stated policy: no team workspaces, no collaborative editing, 'built for individuals' — plus Pro-gated tasks, calendar and smart queries.
Users: Single-user by design; view-only sharing.
What you get that Capacities doesn't give you
Capacities is philosophically single-player. Business knowledge is multiplayer by definition — records here are shared, permissioned and discussed.
A 'Contract' object in Capacities organizes your thinking. A Contract record here links to the client, gates a project's completion, and sits next to the invoice it authorizes.
The Pro-gated pieces — tasks, calendar, queries — are a complete free work-and-scheduling system here.
What Capacities users complain about — answered
Recurring themes from public reviews and forums (G2, Capterra, Reddit), paired with what changes here. We only list complaints Coordinator actually solves.
“No collaboration, and they say it's not coming”
Built multiplayer from day one — teams, roles, shared records, cross-company collaboration.
“Tasks and calendar are paywalled”
A full projects-and-scheduling system is included, free.
“I worry it follows Evernote's pricing path”
There is no pricing path — free is structural, not promotional.
What they love about Capacities — kept
The same idea, operationalized: typed records with fields, subtypes and backlinks — attached to real business objects.
Shared values: calm surfaces, progressive disclosure, no notification pressure.
Where Capacities may still fit
No tool wins everything, and we'd rather you pick with open eyes.
Fast, beautiful, thoughtfully built by a small independent team — as a personal studio for thinking, Capacities earns its fans.
Its WhatsApp/Telegram/email capture into daily notes has no equivalent here.
Keep it for your personal studies; give the business its own system — client records, job docs and SOPs move into records the whole team can hold.
Free. No card. About two minutes to set up.
The free Capacities alternative, summarized
If you're searching for a Capacities alternative, the short version: Coordinator is free for unlimited users — no tiers, no usage meters, no renewal-day surprises — and it covers what Capacities does for notes & records alongside the rest of a small business's operations: real accounting, projects with job costing, booking pages and staff scheduling, client records and forms, team chat, and a cross-company network where your invoice lands in your client's books. Capacities still fits some buyers — see the fair print above — but if the complaints on this page sound familiar, switching is usually an afternoon.
Explore the notes & records side of Coordinator on features#records, see everything it does, or read why it's free.
Keep the Capacities money
Set up free in minutes, import what you have, and put the subscription line to better use.
Free. No card. About two minutes to set up.