How to Create and Manage Global Custom Colors in Your Business Software

Photo by Akash Rajendra on Unsplash

Consistent brand color is an easy way to make everything feel professional and intentional. For growing businesses, managing color across landing pages, funnels, templates, and marketing assets can quickly become chaotic. We implemented a simple approach: centralize our brand colors in one place and link them to every design element. The result is faster design work, fewer mistakes, and instant updates across all assets.

What are global custom colors and why they matter

Global custom colors are a centrally managed palette you define once and then reference throughout your business software. Instead of picking colors individually for each page or template, you choose from the global palette. When a color changes, everything that uses it updates automatically.

This matters because it saves time, reduces inconsistencies, and prevents rework when your brand evolves. For small teams and solo entrepreneurs, it also simplifies onboarding: new team members have the correct brand colors available instantly.

Who benefits from global custom colors

• Small businesses and founders who manage marketing assets themselves
• Growing teams that want consistent brand presence across funnels, emails, and pages
• Design-light teams that need a simple way to apply brand standards without a designer
• Anyone who frequently updates brand visuals and wants those updates to propagate automatically

Quick overview: What you get with a centralized color system

• Single source of truth for brand colors
• Global updates that apply across funnels, templates, and pages
• Easy import and export of existing color values (hex or RGB)
• Faster editing with color picker, eyedropper, and exact code input
• Cleaner handoffs when adding team members or contractors

Step-by-step: Set up global custom colors for your business

The exact labels may vary in different software, but the workflow is the same. We use the term brand settings for the place where global colors live.

1. Open brand settings or brand boardLook for a section called Brand, Brand Board, or Brand Settings inside your business software. This is where fonts and colors belong.
2. Create a new global colorClick Add New Color or similar. Use the color picker, enter a hex code (for precision), or input RGB values. We recommend pasting hex values copied from your style guide to avoid guesswork.
3. Name the color clearlyUse descriptive, predictable names like Primary, Accent, Background, CTA, or Brand Blue. Clear names make it easier for anyone on the team to apply the right color.
4. Import existing colors if availableIf you've previously stored brand colors in a separate settings area (sometimes called custom values), import them into the brand settings. This unifies all color sources.
5. Save and reviewSave your palette and preview pages or templates that reference these colors to ensure correct application.
6. Apply color from the picker in design editorsWhen editing a funnel, page, or template, choose the color from the global palette rather than using free color selection. That links the element to the global value.

How to handle existing color values

Most of us have colors scattered across pages, templates, and saved values. Bringing them into a central palette removes duplication and prevents drift.

• Import automation If your platform supports importing saved color values, use it to pull everything into the brand settings automatically.
• Manual consolidation If not, export a list of hex codes and add them to the brand settings one by one, naming each clearly.
• Replace local colors Go through high-traffic pages and replace local color picks with the matching global color to ensure they stay linked.

Color formats supported and tools to use

Make sure your platform supports the formats you need. Typical options include:

• Hex codes — best for precision and commonly used in design tools
• RGB — useful if you work with digital display standards
• Eyedropper tool — handy to sample a color from an image or on-screen element and add it directly

We recommend storing the hex and, when needed, the RGB equivalent for each color so team members can use them consistently across different tools.

How global color updates work and why they save time

When an element references a global color, it does not store the color value directly. It stores a link to the color in brand settings. That means:

• Change once, update everywhere — update the color in brand settings and all linked elements update automatically.
• Consistent CTAs and accents — CTA color, hover states, and section backgrounds remain uniform across funnels and templates.
• Quick rebranding — if you change your primary brand hue, you do not need to edit every page individually.

Naming conventions and organization tips

Good names reduce confusion. We use a mix of role-based and descriptive names.

• Role-based — Primary, Secondary, Accent, CTA, Background, Text
• Descriptive — Brand Blue, Warm Accent, Neutral Gray
• Include usage notes in a short internal style guide: when to use CTA vs Accent, contrast expectations, and any hover or disabled variations.

Managing large color libraries

If you have many colors, keep the library manageable.

• Group by purpose — keep brand core colors separate from campaign or seasonal colors
• Use pages or grid views — choose a layout that helps you scan colors quickly
• Limit palette size — aim for 6 to 10 core colors and then a small set of functional colors (success, error, warning)

Best practices for accessibility and contrast

Color choice is not just aesthetics. It affects readability and conversion. Check contrast between text and background colors to meet accessibility standards.

• Test contrast with tools that measure contrast ratios and aim for AA or better for body text
• Provide alternatives for color-coded information by using icons or text labels
• Use distinct CTA colors so buttons stand out for users with color-vision differences

Checklist for implementing global custom colors

1. Audit current color usage and collect hex/RGB values
2. Create a concise core palette (6 to 10 colors)
3. Add colors to brand settings and give clear names
4. Import existing saved color values where supported
5. Replace local color picks on priority pages with global colors
6. Test pages for contrast and visual consistency
7. Document naming conventions in a short internal guide

Common mistakes and how to avoid them

• Too many colorsTemptation to add every shade creates inconsistency. Stick to the essentials and use tints sparingly.
• Poor namingNames like Color 1 or HexA are meaningless. Use purposeful names so anyone can pick the right color.
• Not replacing local colorsAdding a global palette but leaving local overrides defeats the purpose. Prioritize pages where users land first.
• No access controlMake sure only trusted team members can edit global color settings to avoid accidental rebrands.

Practical examples from everyday business use

• Landing page CTA updateWe changed the CTA color in brand settings to a higher-contrast shade and saw the update flow to all landing pages without editing each one.
• Seasonal campaign colorWe added a temporary accent color for a holiday promotion and linked campaign templates to it. After the campaign, we disabled that color to avoid accidental reuse.
• Team onboardingNew hires used the brand palette immediately, saving time otherwise spent hunting for hex codes in different documents.

Permissions and collaboration

Treat brand settings as a controlled resource. Set editing permissions carefully so only designated team members can change global colors. Keep a changelog or brief note when a color is altered so the team knows why a change was made.

When to avoid global colors

Global colors are powerful, but not every color needs to be global. Keep ephemeral or experimental colors local until they become part of your brand. Avoid adding every referee color or client-specific palette to the main brand settings.

Pricing and implementation considerations

Most business software includes brand settings as part of a standard plan. Implementation time depends on how many pages and templates you have. Expect a quick setup for small sites and a few hours to a couple of days for larger accounts with many templates.

Keep implementation simple:

• Start small with primary and CTA colors
• Expand to secondary and functional colors once tested
• Document naming and usage to keep the team aligned

Example internal style note to include with your palette

Primary: Brand Blue — used for headers, links, and primary buttons. CTA: Bright Accent — reserved for primary action buttons. Background: Soft Gray — page backgrounds and section separators. Text: Dark Neutral — default paragraph and body text.

FAQ

How do we import colors we already use in other settings?

If your software supports importing saved values, use the import tool inside brand settings. It will pull existing color values into the global palette so you do not have to re-enter hex codes. If import is not available, export or copy hex codes from your current settings and add them manually.

Which color formats should we store?

Store hex codes for precision and compatibility. Keep RGB equivalents if you frequently work in digital design tools. If an eyedropper is available, use it to capture colors from images, then convert to hex for consistency.

Will changing a global color break older templates?

No. Templates linked to a global color update automatically. However, if a template has a local override (a manually picked color, not the global entry), it will not change. Replace local overrides with global colors to ensure consistent updates.

How many colors should be in our core palette?

Aim for 6 to 10 core colors: a primary, a secondary, a CTA, background, text, and a few accents. Add functional colors for success, error, and warning. Keep seasonal or campaign colors separate so the core palette remains stable.

What are the best naming conventions?

Use role-based names such as Primary, CTA, Background, Text or descriptive names like Brand Blue. Avoid generic labels such as Color 1. Consistent naming reduces mistakes when multiple people edit content.

How do we prevent accidental color changes?

Restrict edit permissions to a small group and keep a simple change log. Consider adding temporary campaign colors rather than editing core brand colors directly.

Final takeaway

Centralizing brand colors saves time, reduces errors, and keeps our visuals consistent as we scale. By creating a clear palette, naming colors sensibly, and linking design elements to global values, we get reliable brand updates with minimal effort. Start with a small core palette, import or add existing colors, and replace local overrides on priority pages. The payoff is straightforward: faster updates, fewer inconsistencies, and a more polished brand presence.

Ready to make your colors work for you? Create your core palette today and replace local colors on your highest-traffic pages first. Your future self and your team will thank you.