When studying complex topics, your browser can quickly become cluttered with dozens of tabs, loose notes, and PDFs that you should really connect with each other. Heptabase is a visual note-taking tool that combines whiteboards, cards, and mindmaps to help you organize and understand complex information. Instead of linear notes, you work with an infinite canvas where you visually connect ideas with each other.
Who is behind Heptabase?
Heptabase is developed by a startup that focuses on tools for deep learning and research. The tool is built for people who need to study complex topics and want to work visually. The company emphasizes privacy and local storage, where your data is primarily stored on your own device and only synchronized via the cloud when you want it to be. The developers are known for their rapid update cycle and responsiveness to user feedback.
Who is Heptabase for?
Heptabase is especially suitable for people who think visually and need to process complex information. Researchers find the tool valuable for organizing sources and making connections between different concepts. Students use it to structure study materials clearly and understand them more deeply. Knowledge workers who work with a lot of information can effectively organize their research and notes on the whiteboards.
The tool is less suitable if you prefer to work linearly with simple text notes. Teams that need to collaborate in real-time on documents would be better off choosing another solution, as Heptabase is primarily a personal tool. Also, if you have a limited budget, the price can be an obstacle – there is no free version available.
What can Heptabase do?
Heptabase revolves around visually organizing knowledge. You work with cards that you place on whiteboards and connect with each other. Here are the main capabilities:
- Visual whiteboards with infinite canvas – You can use as much space as you need to spread out your ideas. You can freely drag cards across the canvas and group them into sections.
- Reusable cards – One card can appear on multiple whiteboards. If you change the content, it gets updated everywhere. This is handy when a concept is relevant in multiple contexts.
- Bi-directional links – Connect cards to each other by linking. You automatically see which other cards refer to a specific card, which helps discover connections.
- PDF annotation and highlights – Import PDFs directly into Heptabase and highlight text or add notes. You can then export your highlights as separate cards for further processing.
- Readwise integration – Automatically sync your highlights from Kindle, Instapaper, and other reading apps to Heptabase.
- Offline-first with local storage – All your data is stored locally first. You can work without an internet connection and synchronization happens in the background.
- Mind maps and sections – Organize cards in visual mind maps or group them in sections on your whiteboard for extra structure.
- Daily journal – Keep a diary with daily notes that are automatically dated and organized.
- Markdown export – Export your entire knowledge base to Markdown files, so you’re never locked into the platform.
- Card Library – A central place where all your cards are clearly organized. You can search, filter, and clean up empty cards here.
- Web Clipper – Save web pages and articles directly from your browser as cards in Heptabase.
- Task management – Add tasks to your cards and keep track of what you still need to do within your projects.
What does Heptabase cost?
Heptabase does not have a free version, but does offer a 7-day trial period where you can try out all features. For the Pro subscription you pay $1.99 monthly. If you choose an annual subscription, you pay $1.99 per month (total $1.88 per year). There is also a Premium subscription available for $1.99 per month with annual payment (total $1.88 per year), but the exact additional features of this plan are not always clearly communicated.
The price is in the mid-range compared to similar tools. Obsidian, for example, is completely free for personal use, while Notion also has a free version. On the other hand, you pay even more for Roam Research. The 7-day trial period gives you enough time to determine if the visual approach suits you and is worth the investment.
What should you watch out for?
The price tag is an important consideration for many people. At nearly $1 per month for the basic subscription, Heptabase is not cheap, especially when compared to free alternatives like Obsidian or Logseq. The lack of a free version means you have to invest before you really know if the tool suits you, despite the trial period.
The mobile apps have less functionality than the desktop version. While you can read and edit your notes on your phone, the experience is primarily optimized for larger screens. The visual nature of the tool simply works better on a laptop or desktop.
Heptabase’s design is functional but feels less polished than competitors like Scrintal or Capacities. Some users find the interface unfinished or even beta-like. This doesn’t affect functionality, but it can detract from the user experience if you value sleek design.
There is a learning curve. If you’re used to traditional note-taking apps like Evernote or Apple Notes, you need to get accustomed to the visual approach with whiteboards and cards. It takes time to develop a workflow that works for you.
With very large whiteboards containing hundreds of cards, performance issues can occur. The app can become slower and you can sometimes lose overview. This is especially relevant if you plan to organize large, complex projects in a single whiteboard.
Heptabase reviews
I’ve looked at a number of Heptabase reviews to see what users and reviewers think of the tool in practice. Here’s what stands out:
1. ToolFinder
ToolFinder gives you a thorough walkthrough of Heptabase, a visual note-taking app that combines whiteboards with your notes. The reviewer emphasizes that it’s a robust tool available on all platforms – Mac, Windows, Linux, iOS, and Android. At $1.99 per month or $1.88 per year, it sits in the mid-range of comparable apps.
The review shows how you can work with cards on whiteboards, how the journal system works with daily notes, and how you can manage tasks. The reviewer finds the card library particularly useful where you can manage all your cards clearly, and the ability to easily delete empty cards. The mobile version works surprisingly well as a reader. It’s especially suitable for researchers and professionals who want to work visually with their notes.
Pros
- Available on all platforms including a well-functioning mobile version
- Convenient card library to manage all your notes in an organized way
- Robust functionality with built-in task management
- Good integrations like ReadWise and web clipper
Cons
- Visual design is less attractive compared to competitors like Scrintal or Capacities
- Price is in the mid-range, so consider carefully if it fits your needs
Heptabase alternatives
If Heptabase doesn’t quite fit your needs, there are various alternatives you can consider:
- Obsidian – Choose Obsidian if you’re looking for a completely free and local alternative. Obsidian has a large plugin ecosystem that allows you to extend functionality endlessly. It’s especially suitable if you want to keep your notes completely local and don’t want to depend on a subscription.
- Scrintal – Go for Scrintal if real-time collaboration is important. This tool is better suited for teams that want to work together on whiteboards in the browser. The design is also more polished than Heptabase.
- Logseq – Choose Logseq if you prefer working with bullet points and outliners instead of visual cards. Logseq is free and open-source, and focuses on outlining with daily notes as the central element.
Frequently asked questions
Here I answer the most frequently asked questions about Heptabase:
Does Heptabase have a free version?
No, Heptabase doesn’t have a permanent free version. There is a 7-day free trial available to test all features. After that period, you need to subscribe to a paid plan to continue using the tool.
Where is my data stored?
Your data is stored locally on your device for offline access. When you enable synchronization, your data is synced via Amazon Web Services (AWS) in the United States, specifically in the us-west-1 region. You always have local backup options available.
Can I export my notes?
Yes, Heptabase supports export to Markdown format. This means you can export your complete knowledge base and easily transfer it to other tools like Obsidian. So you’re not locked into the platform.
Conclusion
Heptabase is a powerful tool for those who want to work visually with complex information. The combination of whiteboards, reusable cards, and bi-directional links makes it suitable for in-depth research and study. The strong PDF workflow and integrations like Readwise are valuable for researchers and students. However, the price of nearly $1 per month is a serious investment, especially since there’s no free version. If you think visually and are willing to pay for a tool specifically designed for knowledge work, Heptabase is worth considering. But if you primarily work linearly or are looking for a free alternative, you’d be better off looking at Obsidian or Logseq.
