Master your Meetings with Capacities

Meeting notes become far easier to manage when they’re treated as structured objects—complete with predictable fields, reusable templates, and tight links to the rest of a workspace. Capacities’ built-in “meeting” object type starts with properties like date, people, and project, plus optional tags for meeting categories (standup, one-to-one, annual review). That predictable structure matters because it enables consistent capture and makes later retrieval and automation possible, especially once the number of meetings grows.

From there, meeting types can get their own templates. A one-to-one with Stefan or Michael typically follows a different rhythm than a monthly group marketing meeting, so templates let users predefine headings and even pre-fill properties like the meeting type and the specific people involved. Loading a template inserts the block structure and fills in the relevant fields, while keeping everything editable. Capacities also distinguishes between editing the object type (which updates past, present, and future meeting notes) versus editing a template (which only affects meeting notes created using that template going forward). The result is a balance: enough structure to be reliable, but flexible enough to adapt when workplace needs change.

The workflow extends into calendar context through a two-way integration for Google or Outlook (available to Pro or Believer users). A central calendar feed shows events happening today in selected spaces, and each event can spawn a linked Capacities object via a “plus” action. Because the sync is two-way, changing the time inside Capacities updates the external calendar, and disconnecting an event preserves a link to the original external entry. The calendar feed also supports creating future events from any object type that includes a date property—useful for blocking time on a project or capturing “catch-up” topics tied to a person.

After meetings, templates help with preparation and synthesis. For a recurring “marketing monthly” meeting, the template can include recurring quick questions that get filled in ahead of time. Notes can be taken however someone prefers—handwritten or typed—because the real value comes from what happens afterward: summarizing decisions, turning agreed outcomes into tasks, and linking actions back to the relevant projects or task managers. Capacities supports backlinks so tasks and follow-ups retain their original meeting context; for example, an offsite decision can generate tasks sent to Todoist while other items link back to an “offsite prep” project with a clear “why” and source.

When notes pile up, an AI assistant can summarize selected content, extract takeaways, and even identify tasks. Meeting notes also work as a place to record questions for later—such as “ask Stefan which microphone he has”—so reminders surface in daily notes and appear in the person’s backlinks. Beyond meetings, the same linking logic applies: meeting-derived information can be copied into project updates or attached to a person’s page when new details emerge. Finally, meeting notes can be viewed and organized with sorting, saved queries, and pinned dashboards by meeting type, making large meeting histories navigable rather than overwhelming.