Custom Post Types vs. Categories: When to Use Each

Ever felt overwhelmed trying to sort your WordPress posts? You’re not alone. Many site owners waste hours stuffing content into categories that just don’t fit—leaving visitors confused and hurting their site’s performance.

The good news? WordPress gives you two powerful tools to fix this: categories and custom post types. But using the wrong one can make your site messy instead of organized.

Categories work like simple folders—perfect for broad topics like “Recipes” or “Travel Tips.” But what if you need something more advanced, like a portfolio, testimonials, or product listings? That’s where custom post types come in. They let you create totally separate content sections with their own rules.

In this guide, you’ll learn:

• When to use categories (and when to avoid them)
• How custom post types solve problems categories can’t
• Real examples of each in action

Stop forcing your content into the wrong boxes. Let’s find the right tool for your site—fast.

What Are Custom Post Types and Categories?

Categories and custom post types help organize your WordPress content, but they work differently. Categories act like simple labels—think of them as folders for grouping similar posts, like “Recipes” or “Travel Tips.” They’re built into WordPress and work with regular blog posts. Custom post types, on the other hand, are like special containers for unique content. Instead of forcing everything into a blog format, you can create separate sections for things like portfolios, testimonials, or products. While categories sort content within the same type, custom post types let you build entirely new content structures. The key difference? Categories organize, while custom post types expand what WordPress can do.

When to Use Categories (The Simple Organizer)

Categories are your best friend when you need straightforward organization. If you run a blog with broad topics—like food, fitness, or tech—categories keep everything tidy. For example, a cooking blog might use categories like “Desserts,” “Dinners,” and “Quick Meals” to help readers find what they need. They’re easy to set up, work with default posts, and are great for SEO since they group related content. But be careful—overusing them can make your site messy. Stick to categories when you’re dealing with similar types of posts that don’t need extra fields or special layouts. If your content starts feeling too complex, it might be time for a custom post type.

When Custom Post Types Shine (For Unique Content)

Custom post types are the solution when categories just aren’t enough. Need a portfolio, event calendar, or product catalog? Regular posts and categories won’t cut it—you need a dedicated structure. For example, a real estate site wouldn’t list properties as blog posts; instead, it would use a custom post type like “Listings” with fields for price, location, and bedrooms. Custom post types also let you control how content looks and behaves, making them perfect for specialized content. They take more setup than categories, but the flexibility is worth it. If your content doesn’t fit the “blog post” mold, a custom post type is the way to go.

Real-World Examples: Categories in Action

Let’s look at how categories work in real websites. A food blog might use categories like “Breakfast,” “Lunch,” and “Dinner” to help readers quickly find recipes. A news site could organize articles under “Politics,” “Sports,” and “Entertainment.” Even e-commerce blogs use categories—like “Product Guides” or “Deals”—to sort their posts. The key is keeping categories broad and simple. For example, a travel blog with too many niche categories (“Beaches in Spain,” “Mountains in Switzerland”) becomes hard to navigate. Stick to clear, high-level groupings that make sense to your audience. Categories work best when they act like a table of contents—helpful, but not overwhelming.

Real-World Examples: Custom Post Types in Action

Custom post types unlock possibilities that categories can’t handle. A university website might use a “Courses” post type—with fields for instructors, schedules, and syllabi—instead of cramming them into blog posts. A fitness coach could create a “Workout Plans” post type, complete with exercise videos and difficulty levels. Even a small business might use a “Testimonials” post type to showcase client feedback in a structured way. These examples show how custom post types let you break free from the standard blog format. When your content needs special fields, layouts, or functionality, custom post types are the answer.

The Pitfalls of Overusing Categories

Too many categories can turn your site into a cluttered mess. Imagine a blog with 50+ categories—readers won’t know where to click, and search engines get confused. Another problem? Empty or duplicate categories. If you have a “Vegan Recipes” category with only two posts, it’s not helpful. Some site owners also make categories too specific, like “Winter Soup Recipes”—this belongs as a tag or subcategory instead. The biggest mistake? Using categories for things they weren’t meant for, like trying to organize products or team members. When categories start feeling cramped, it’s a sign you need custom post types. Keep them simple, or your organization system becomes part of the problem.

How Custom Post Types Can Solve Complex Needs

Categories work great for simple sorting, but some content demands more. That’s where custom post types (CPTs) step in. Imagine running a music website—you wouldn’t list “Artist Profiles” and “Concert Reviews” as regular blog posts. With CPTs, you create dedicated sections, each with custom fields like “Album Releases” or “Tour Dates.” Need a job board? A “Job Listings” CPT lets you add salary ranges and application deadlines without hacking categories. CPTs shine when you need:

• Unique data fields (like property listings with bedrooms/pricing)
• Special layouts (portfolios with grid displays)
• Separate management (testimonials you don’t want mixed with blog posts)

Unlike categories, CPTs don’t just organize—they transform WordPress into a versatile system for any content.

Combining Both for Maximum Flexibility

Why choose when you can use both? Categories and custom post types work even better together. For example:

• A real estate site uses a “Listings” CPT for properties (with custom fields for square footage/pricing) and categories like “For Sale” or “Rentals” for further sorting.
• A recipe site might have a “Recipes” CPT (with cook time/difficulty fields) categorized by “Vegan” or “30-Minute Meals.”

This combo keeps broad organization simple (categories) while handling complex content (CPTs). Pro tip: Use categories within CPTs for sub-grouping—like tagging “Beginner,” “Advanced,” and “Expert” in a “Courses” CPT.

Final Verdict: Which One Should You Choose?

Here’s the simple breakdown:

Use Categories when:
✔ Your content fits the standard “post” format (blog articles, news)
✔ You need basic, hierarchical sorting (Parent/Child categories)
✔ SEO-friendly grouping is the priority

Use Custom Post Types when:
✔ Your content needs unique fields or layouts (events, products)
✔ You want it separate from blog posts (testimonials, team bios)
✔ Categories feel like a “square peg in a round hole”

Bonus Rule: Start with categories. If they’re limiting you, upgrade to CPTs. Most powerful sites? They use both strategically.

Still unsure? Ask: “Would this make sense as a blog post?” If not, it’s probably a CPT.

Final Thoughts

Organizing your WordPress content doesn’t have to be confusing. Categories are great for simple sorting, while custom post types unlock powerful ways to structure unique content. The key is knowing when to use each—or even combining both for maximum flexibility.

Start with categories if you’re managing a blog or basic content. If you need special fields, layouts, or separate sections (like portfolios or product listings), custom post types are the way to go.

Still unsure which one fits your needs? Feel free to reach out at info@adrian-portfolio.com—I’d be happy to help! Now go organize your site like a pro. 🚀

10 FAQs About Custom Post Types vs. Categories

1. What’s the main difference between categories and custom post types?

Categories organize existing content (like blog posts) into groups. Custom post types (CPTs) create entirely new content structures (like portfolios or products).

2. When should I use categories instead of CPTs?

Use categories for broad, simple organization—like grouping blog posts by topics (e.g., “Recipes,” “Travel”).

3. When do I need a custom post type?

Use CPTs when your content needs unique fields, layouts, or separation from blog posts (e.g., “Events,” “Testimonials,” “Products”).

4. Can I use both categories and CPTs together?

Yes! Example: A “Listings” CPT (for real estate) can also use categories like “For Sale” or “Rentals” for further sorting.

5. Do custom post types hurt SEO?

No, if set up correctly. Use SEO plugins (like Yoast) and proper permalinks to keep them search-engine friendly.

6. Can I convert categories into a custom post type later?

Not automatically—you’d need to manually migrate content or use a plugin. Plan your structure early to avoid extra work.

7. Are there limits to how many categories I can create?

Technically no, but too many can clutter your site. Stick to 5–10 high-level categories for better usability.

8. Do all themes support custom post types?

Most modern themes do, but some may need extra code or a plugin (like Custom Post Type UI) for full compatibility.

9. Can I add custom fields to categories?

Not by default—categories are simple taxonomies. For extra fields, use CPTs or plugins like Advanced Custom Fields (ACF).

10. What’s the easiest way to create a custom post type?

Use a plugin (like Toolset or CPT UI) for no-code setup, or add code to your theme’s functions.php file.

Got more questions? Email me at info@adrian-portfolio.com for help!